At 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. The University is a welcoming workplace for those of all abilities, interests, and expertise. Job Requisition ID: 2026-02904 Time Type: Full time Employee Group: Administrative Support Employment Type: Permanent Department: Faculty of Engineering
- Systems Design Engineering
- Administration Hiring Range: $61,954.88
- $77,443.60 Posting Information: This posting is for an existing vacancy. The Administrative Assistant to the Chair provides executive level support to the Chair and is responsible for ensuring the smooth operation and confidentiality of the Chair’s office. In addition, the incumbent assists the Administrative Officer and manages the departmental main office including supervision of the Department Assistant. Keeps the Chair apprised of priorities or urgent matters requiring immediate attention and in the absence of the Chair, responds as appropriate Organizes agendas, support materials, and creates briefing notes for the Chair prior to meetings Drafts correspondence and administrative reports, including external reports, on the behalf of the Chair. Provides administrative support for the faculty research and teaching duties of the Chair to facilitate best time management of the Chair. Coordinates all tasks involved in the hiring of current faculty as outline in UW Policy 76: The incumbent prepares final hiring packages for the University Appointments Review Committee (UARC), liaising with the Offices of the Vice President, Academic and Provost,



and Dean of Engineering Office Arranges travel and reimbursement for candidates Processes definite-term appointments for adjuncts confirming academic qualifications and identifying any immigration requirements. Liaises with the university Immigration Specialist regarding immigration requirements for all faculty academic appointments Prepares all departmental administrative appointments related to Associate Chairs and program Directors Coordinates tenure and promotion proceedings as outlined in UW Policy 77 – Tenure and Promotion of Faculty Members. Is responsible for establishing Departmental timelines for proceedings in conjunction with those set forth by the Dean of Engineering Office. Specific duties include collecting year-end reports from faculty members, compiling data related to research grants, publications, teaching and service activities from same, preparing summary forms, and arranging meetings. reviews and ensures Request for Leave of Absence applications are complete prior to submitting to the Chair and Dean of Engineering Office for approval. Provides advice, guidance and interpretation of policies and procedures related to tenure, adjunct appointments, overload, administrative appointments, leaves, retirement, etc. Maintains confidential faculty files pertaining to tenure, promotion, merit and discipline cases in accordance with UW Policy and the Memorandum of Agreement. Tracks faculty administrative tasks, committee membership, etc. Keeps the Department informed of University matters and deadlines; Prepares the agenda,



meeting materials, and takes the minutes of the monthly department meetings, ensuring adherence to appropriate protocols, process guidelines and standards. Plans and executes various special events for faculty and staff e.g. award dinners, department retreat, year-end party, retirement or promotion celebrations as required. Independently prepares meeting agendas based on input and submission from multiple faculty and staff and presents drafts to the Chair. Ensure technology systems logistics are prepared for meetings, including hybrid meetings, including creation of online polls for voting, and distribution of pertinent reports. Keeps up-to-date records of the committee memberships and faculty service roles in an online database accessible to all department. Anticipates vacancies, oversees committee membership elections by accepting nominations and through the preparation and distribution of ballots (including e-surveys) and final tallying of votes with follow-up notices. Organises and maintain Department files, including confidential files, pertaining to the Department and the Chair’s office including faculty appointments and their activities. Maintains data and prepares statistical analysis including graphical information for the Department for use in accreditations, annual reports, on websites, and departmental planning documents. Receives telephone and video calls for the department. Provides back‑up to Academic Services Coordinators and other administrative staff during critical times. including recruitment, monitoring job performance and work flow, providing coaching and mentoring, and delivering the annual performance review. Provides support to the Administrative Offic

📌 Administrative Assistant (Canada)
🏢 University of Waterloo
📍 Canada