Department Assistant### Department AssistantApply: Waterloo, Ontario, Canada: Full time: Posted Today: 2026-03359At the University of Waterloo, we create and promote a culture where everyone can reach their full potential. As an employee, you get support & opportunities that empower you to advance your career. Explore how we can bring big ideas to life, together. The University is a welcoming workplace for those of all abilities, interests, and expertise. As part of our workforce, you can do what you do best, every day. Learn more about our recruitment process.Job Requisition ID:2026-03359Time Type:Full timeEmployee Group:StaffJob Category:Administrative SupportEmployment Type:TemporaryDepartment:Faculty of Engineering
- Mechanical and Mechatronics Engineering
- Administrative SupportHiring Range:$47,210.94
- $59,013.67Posting Information:This posting is for an existing vacancy.Term: 1 yearThis position is being offered as a Secondment or contract chance.
The internal posting deadline for this position is *October 29, 2026,
* at 11:59PM.

Job Description
Primary Purpose The Department Assistant provides a wide range of administrative and operational support to facilitate the day-to-day operations of the Department of Mechanical and Mechatronics Engineering (MME). This position helps to create and maintain a positive student-centered and service-oriented environment in MME. Key Accountabilities
* Clerical and Administrative Support for the General Operation of the Department
* Acts as receptionist by responding to diverse general questions independently, promptly and courteously by way of telephone, email and office visits
* Determines the nature of needs and directs individuals to the appropriate staff member, office,



or resource department based on a thorough knowledge of the department and the University
* Facilitates the daily operation of the department printer and photocopier, including trouble-shooting and processing requests for repair, monitoring supply of paper, toner, or other supplies, and replenishes as necessary
* Maintains office and coffee supplies for the department, faculty and staff
* Coordinates both incoming and outgoing mail services for the department
* Assists with the issuing, returning, and tracking of keys
* Coordinates copying, faxing, scanning, etc. of course materials, exams and other printed materials
* Submits and ensures confidentiality of print orders for course materials, mid-terms or exams
* Maintains department directory of faculty and staff listings
* Maintains records of department and teaching expenditures for supplies and copying
* Arranges parking passes for MME visitors through Parking Services Meeting and Event Support
* Schedules bookings for all MME meeting/seminar rooms and equipment and ensures all equipment (laptop, data projectors, laser pointers) are returned
* Coordinates logistical arrangements for department special events, conferences, seminars, guest lectures, industry and senior leadership partners; including scheduling, catering; preparing and disseminating agenda packages or other materials
* Transcribes and circulates meeting minutes as required
* Web/Digital Maintenance
* Updates MME website events, department news,



webpages, contact details, etc.
* Creates and manages announcements and advertisements displayed on department monitors
* Physical Resource Maintenance
* Submits maintenance, custodial and other service requests to Plant Operations
* Informs Plant Operations of emergencies (e.g. spills, floods, etc.) that require immediate attention to ensure these facility issues are handled promptly and appropriatelyOther Duties
* Assists the Administrative Assistant to the Chair with the creation of Sessional appointments; ensures paperwork is completed and signed by the financial account holder, Vice-Dean of Engineering, and the appointee
* Processes online applications/documents received for posted faculty positions
* Provides backup support to the Administrative Assistant to the Chair during absences and vacation
* Assists with special projects and other duties as assigned by the Administrative Assistant to the Chair or the Administrative Officer Required Qualifications Education* Post-secondary degree/diploma preferred or equivalent combination of education and experience Experience* 1-2 years of administrative/clerical experience and/or front-line reception/customer service
* Experience within an academic environment an asset Knowledge/Skills/Abilities* Excellent interpersonal and communications skills, both oral and written
* Must possess cultural awareness, sensitivity and patience to communicate and interact effectively with a wide range of individuals whose first language may not be English
* Strong organizational skills, attention to detail, and valuable sense of logistics required
* Time management skills including adaptability and flexibility to react to unexpected and time se

📌 Department Assistant (Canada)
🏢 Waterloo International
📍 Canada