University of Waterloo Looking for Administrative Assistant at Cambridge, ON Full Time

Overview:
The primary functions of this position are to provide administrative support for the general operation of the School of Architecture, and administrative services to faculty, staff and Director. This position reports to the Administrative Officer.

Responsibilities:
Administration

As first point of contact, responds promptly and professionally to in-person, email and telephone inquiries; direct inquiries to appropriate people/departments

Maintains up to date listing of contacts and term contact lists for Architecture

Reports and tracks all building maintenance issues to Plant Operations and arranges for building repairs and maintenance as necessary

Liaises with the Security site supervisor and keeps them informed of events and School closures etc.

Purchases and maintains office supply inventory using department purchasing card; responsible for allocating the expenses at the end of the monthly financial cycle

Distributes daily mail to faculty, staff and students and prepares shipping documents as required

Completes key permit forms and maintain records of key permits issued

Reviews monthly Taxi logs, reporting any anomalies and required follow up before submitting to Police Services

Procures School parking passes each term and maintain sign-out records

Responsible for departmental petty cash up to $200 and expenses meet with compliance policies

Supports the Joint Health and Safety Committee by scheduling meetings and minute-taking

Supports the Administrative Officer and Financial Officer on administrative projects and financial tasks as required

Event Planning

Works with teaching Faculty to plan and book academic student field trips, book all venues, accommodations and transportation, assembles invoices and provides to Financial Officer for payment and coordinates with FO to set field trip fees for set up in e-commerce sit

Oversees the coordination and logistics of annual Lecture Series. Maintains databases and manages external mailings and marketing efforts for annual lecture series

Responsible for booking and organizing all travel for external lecturers

Responsible for budgeting and tracking expenditures for the annual lecture series and processes all honorariums for guest lecturers

Responsible for planning and coordinating Design at Riverside Gallery events including the annual student MasterWorks and Project Review events

Oversees the budgeting for the annual Gallery exhibition events and tracking expenditures

Assists the Undergraduate Program Coordinator with Undergraduate events including admissions week, Open Houses, OUF, You at Waterloo Day, Paths to Practice and co-op related events

Supports the Graduate Program and Research Coordinator with graduate recruitment initiatives, thesis review days and student symposiums

Supports all School events such as Convocation, Awards Banquet, Orientation Day tasks include booking space, ordering catering, communicating events to Architecture community etc.

Assists the Advancement Manager as required with Alumni outreach and School events

Academic Support

Responsible for the collection of all course outlines, assignment and quizzes and maintaining electronic course files for accreditation

Responsible for course evaluation set up in Evaluate each term and communicating the

schedule and reminders to teaching faculty about the process

Assist faculty with course administration including printing of exams, classroom scheduling and

collection of student work for accreditation database

Collects honorarium information for guest reviewers and support Financial Officer with inputting into Workday

Supports the Teaching Assistantship application and hiring process.

Administrative support for the Director

Provides administrative support to the Director, on annual administrative tasks such as merit review and tenure and promotion documentation. Must be able to handle activities of the department in a professional manner and ensure confidentiality

Provides administrative support for SACA and faculty search process.

Prepares contracts for sessional faculty on a term-by-term basis.

Works with the Director to schedule regular on-going Faculty meetings, attend meetings and prepare minutes ensuring accuracy and completeness of information

Supports the Director with meeting bookings, preparing expense claims and other duties as required

Prepares communications for dissemination on behalf of the Director and monitors Director email

Completes other duties and special projects as assigned by the Administrative Officer and/or Director

Qualifications:
Undergraduate Degree or equivalent combination of education and experience

1-3 years of administrative/clerical experience and/or front-line reception/customer service

Experience within an academic environment required and experience working on a Satellite campus an asset

Excellent interpersonal skills to effectively communicate and support students, faculty, staff and external stakeholders

Demonstrated ability to work independently and as a team member in a fast-paced and varied work environment with many interruptions

Must possess high level of diplomacy and judgement in dealing with daily tasks

Ability to manage multiple priorities and demands with a high level of accuracy and detail

Excellent communication skills (writing, verbal)

Strong working knowledge of Microsoft Word suite of programs – word, excel, power point

Working knowledge of University of Waterloo policies and procedures especially as they relate to Undergraduate and Graduate academic programs an asset

Knowledge of Quest, Teams, Learn, Workday considered an asset

Vaccination Requirement Statement:
Effective May 1, 2022, the University suspended its Vaccination Requirement. Prior to May 1, pursuant to this Requirement, all University employees were required to submit proof of full vaccination against COVID-19 (subject to the University’s obligations under the Human Rights Code to accommodate employees who were unable to receive a vaccination). The University’s Vaccination Requirement website can be found here: https://uwaterloo.ca/coronavirus/return/vaccination-requirement.

The pandemic is ongoing and public health advice continues to evolve. Accordingly, the University reserves the absolute right to reinstate the Vaccination Requirement on short notice, and upon such reinstatement you will be required to comply. You shall also be required to comply with any new health and safety policies/requirements implemented by the University from time to time, including new policies/requirements related to mandatory employee vaccination. As the University may need to reinstate the Requirement on short notice, it will continue to collect and maintain up-to-date information on employee vaccination status. Please submit your Covid-19 vaccine status (QR code) to: https://checkin.uwaterloo.ca/

Failure to comply with the Vaccination Requirement if it is reinstated, including failure to comply with any future amendments to the Vaccination Requirement, or failure to comply with new health and safety policies/requirements implemented by the University, including those related to new mandatory employee vaccination, shall result in discipline up to and including termination of employment.

The requirement to be vaccinated, if reinstated, will be subject to the duty to accommodate pursuant to the Human Rights Code. If you are unable to be vaccinated for reasons related to a ground protected under the Human Rights Code, you may submit a written request for accommodation with an explanation of the reasons and/or any supporting documentation. If you request accommodation, the University may follow up with you for further information if necessary.

Equity Statement:
The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. The University of Waterloo is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuit/Inuk, Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at [email protected] or 519-888-4567, ext. 45935.