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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 prospect.
The internal posting deadline for this position is October 29, 2026, at 11:59PM.

Job Description
Primary PurposeThe 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 Accountabiliti esClerical and Administrative Support for the General Operation of the DepartmentActs as receptionist by responding to diverse general questions independently, promptly and courteously by way of telephone, email and office visitsDetermines 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 UniversityFacilitates 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 necessaryMaintains office and coffee supplies for the department, faculty and staffCoordinates both incoming and outgoing mail services for the departmentAssists with the issuing, returning, and tracking of keysCoordinates copying, faxing, scanning, etc. of course materials, exams and other printed materialsSubmits and ensures confidentiality of print orders for course materials, mid-terms or examsMaintains department directory of faculty and staff listingsMaintains records of department and teaching expenditures for supplies and copyingArranges parking passes for MME visitors through Parking ServicesMeeting and Event SupportSchedules bookings for all MME meeting/seminar rooms and equipment and ensures all equipment (laptop, data projectors, laser pointers) are returnedCoordinates 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 materialsTranscribes and circulates meeting minutes as requiredWeb/Digital MaintenanceUpdates MME website events, department news, webpages, contact details, etc.
Creates and manages announcements and advertisements displayed on department monitorsPhysical Resource MaintenanceSubmits maintenance,



custodial and other service requests to Plant OperationsInforms Plant Operations of emergencies (e.g. spills, floods, etc.) that require immediate attention to ensure these facility issues are handled promptly and appropriatelyOther DutiesAssists 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 appointeeProcesses online applications/documents received for posted faculty positionsProvides backup support to the Administrative Assistant to the Chair during absences and vacationAssists with special projects and other duties as assigned by the Administrative Assistant to the Chair or the Administrative OfficerRequired QualificationsEducationPost-secondary degree/diploma preferred or equivalent combination of education and experienceExperience1-2 years of administrative/clerical experience and/or front-line reception/customer serviceExperience within an academic environment an assetKnowledge/Skills/AbilitiesExcellent interpersonal and communications skills, both oral and writtenMust possess cultural awareness, sensitivity and patience to communicate and interact effectively with a wide range of individuals whose first language may not be EnglishStrong organizational skills, attention to detail, and good sense of logistics requiredTime management skills including adaptability and flexibility to react to unexpected and time sensitive demandsAbility to work well under pressure of high volume and frequent interruptions, ability to stay calm during challenging times and periodic pressureProven judgement, tact, diplomacy, and problem-solving skillsAbility to work both independently and in a collaborative t

📌 Department Assistant (Canada)
🏢 University-of-Waterlo
📍 Canada