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Job Requisition ID: 2026-03359 Time Type: Full time Employee Group: Staff Job Category: Administrative Support Employment Type: Temporary Department: Faculty of Engineering - Mechanical and Mechatronics Engineering - Administrative Support Hiring Range: $47,210.94 - $59,013.67 Posting Information: This posting is for an existing vacancy. Term: 1 year This 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 appropriately

Other 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<

📌 Department Assistant (London)
🏢 University of Waterloo
📍 London