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Job Requisition ID:2026-03385Time Type:Full timeEmployee Group:StaffJob Category:Administrative SupportEmployment Type:PermanentDepartment:Faculty of Science
- Biology
- AdministrationHiring Range:$61,954.88
- $77,443.60Posting Information:This posting is for an existing vacancy.
The internal posting deadline for this position is October 29, 2026 at 11:59PMJob Description:Primary PurposeThe Administrative Assistant is responsible for the efficient daily operations of the Chair’s office. The Administrative Assistant provides support, oversight and guidance for faculty recruiting, tenure and promotion, faculty merit, sabbaticals and academic appointments. The Administrative Assistant provides essential services to the department and facilitates smooth and productive operations of department activities, in a manner consistent with the department’s goals and objectives. The Administrative Assistant meets directly with staff and faculty to communicate and disseminate essential information and provides confidential advice including interpretation of policies and procedures. The Administrative Assistant also provides critical special event and communications support for the department.
Key AccountabilitiesExecutive Assistant to the ChairProvide comprehensive direction and guidance to the Chair to meet the teaching, research,



outreach and advancement activities/goals of the departmentEnsure the effective functioning of the Chair’s office through meeting management, document creation/management and travel arrangements; keeps the Chair apprised of priorities and urgent matters requiring immediate attentionManage departmental systems for confidential/sensitive files, correspondence and database for Faculty, Cross-appointed Faculty, Adjunct Faculty, Sessionals, Post-Doctoral Fellows, Research Associates, visitors, volunteers, IVGS studentsProvides direction and prepares confidential information on behalf of the ChairEnsures continuity when transitioning academic administrators through effective record keeping, training and mentoringManages Chair’s calendar, schedule and activities; coordinates often unexpected changes to detailed arrangementsFaculty Relations AdministrationSupports the Chair in recruiting, appointments, evaluations, promotion and retention of Faculty membersProvides direction and guidance to DACA chairs in the recruitment of new hiresDevelops and manages processes for departmental recruitment and advertising according to Policy 76, including application systems, interview schedules, travel arrangements and logistics,



appointment packages and preparation of UARC documentationLeads onboarding and immigration procedures for new Faculty members; ensures all support services are arrangedProvides direction and guidance for Faculty Performance Evaluation process and timelines, in consultation with the Chair and according to the Memorandum of AgreementManages the Faculty Performance Evaluation submission process, including submission summaries and evaluation letters for faculty members on behalf of the Merit Review CommitteeManages the Promotion and Tenure process, in consultation with the Chair, according to Policy 77Manages sabbatical submissions; informs faculty of deadlines, reviews requests in consultation with the Faculty of Science Administrative Officer and in accordance to Policy 3Manages academic appointments and serves as a resource for policy and procedures related to academic appointments, overload, administrative appointments, leaves and retirementsManages schedules, deadlines and documentation submitted to the Chair.
Departmental AdministrationManage appointments, renewals, immigration documents and onboarding for Post-Doctoral Fellows, Research Associates, Sessional Instructors, Visiting Researchers and IVGS studentsProvides direction and guidance on policy changes and implementationOrganizes travel and logistics for Department Guest Seminar SeriesCoordinates travel expense claims for faculty candidates, external guest speakers and visitorsCoordinates information for Academic Program Review brief including gathering faculty CVs, faculty statistical date and research output; coordinates site visitDepartmental Committee ResourceProvides resource support for departmental committees and sub-committeesDevelops administrative structure for committee membership, membership recruitment and meeting operations; Manages confidential voting procedures for elected committeesProvides direction and advice to committee chair on procedures for formal submissions and cont

📌 Administrative Assistant (London)
🏢 University-of-Waterlo
📍 London