University of Waterloo Jobs « Administrative Assistant at University of Waterloo - March 2022

Overview:

The Administrative Assistant provides executive level support to the Chair of the Department of Systems Design Engineering (SYDE). The incumbent provides critical and time sensitive support on a variety of administrative processes involving confidential materials including appointments, annual performance reviews, tenure and promotion, and faculty hiring. The Administrative Assistant ensures the Chair has the information and resources required for effective departmental operations. This position provides continuity through academic leadership changes. The Administrative Assistant reports to the Administrative Officer of SYDE.

Responsibilities:

Department and Committee Meetings

• Schedules meetings and acts as the recording secretary at the request of the Chair
• Ensures the effective and efficient operation of various committees including appointments, search committees, annual performance reviews, tenure and promotion and department retreats
• Ensures meetings follow appropriate protocol, process guidelines and standards
• Arranges the meeting room (technology links for video meetings), refreshments, prepares agenda and meeting notes, creates online polls for voting and distributes pertinent reports
• Keeps up-to-date records of committee membership (program, department, faculty, and university) and other faculty service roles
• Oversees committee membership elections through the preparation and distribution of ballots and e-surveys; tallies votes and communicates results as appropriate

Department Records, Files, and Operations

• Organizes and maintains department files, including confidential files, pertaining to the Chair's office, human resources, and other activities
• Maintains statistical information for the department for use in accreditations, annual reports, websites, and departmental planning processes
• Manages and records research proposal cover sheets
• Screens visitors and makes appointments when requested and as appropriate
• Acts as the initial point of contact for the Chair; anticipates potential problems, acts to field concerns, and resolve difficult situations including sensitive issues requiring absolute discretion and confidentiality, while maintaining excellent rapport with internal and external stakeholders
• Prioritizes mail for the Chair, anticipates and appends additional information to assist the Chair in their response. Responds to email on behalf of the department as indicated by the Chair
• Drafts routine correspondence on the behalf of the Chair and reviews reports and documents prepared by the Chair
• Organizes the Chair's schedule, books appointments and travel arrangements, and prepares material for meetings and briefing notes where appropriate
• Responds quickly and fluidly to the day-to-day administration and priorities of the Chair
• Provides back-up to Graduate and Undergraduate Coordinator(s) and other administrative staff during critical times

Merit, Tenure, and Promotion

• Coordinates annual merit proceedings in consultation with the Chair
• Establishes 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, circulates complete documentation to Merit Committee Members and the Chair, and arranging meetings
• Applies judgment to record pertinent decisions and justifications as observed in discussions at meetings
• Prepares spreadsheets of final merit ratings, letters of evaluation for all faculty members in the Department, and reports results to the Dean of Engineering Office
• Coordinates tenure and promotion proceedings as outlined in Policy 77 - Tenure and Promotion of Faculty Members and in guidelines established by the Dean of Engineering Office
• Assists in the preparation of briefs, reviews for accuracy and completeness (including the presence of sample relevant scholarly works and the names and contact information for the external referees), arranges meetings, and forwards all documentation to the Dean of Engineering Office

Faculty Searches and Hiring

• Works closely with the Chair or delegates of the Chair in the recruitment of new faculty hires as outlined in UW Policy 76 – Faculty Appointments
• Provides administrative support for faculty recruitments. Coordinates applications for vacant faculty positions, liaises with the Offices of the Vice President, Academic and Provost and Dean of Engineering regarding advertising, preparing acknowledgement letters, scheduling visits, arranging meetings of the Appointments Committee, and assisting the Chair in the preparation of documentation
• Schedules and coordinates virtual, hybrid and on-campus interviews
• Prepares cross appointments and adjunct professor appointments
• Processes visitor, non-faculty (research associate, post-doctoral fellow), and special lecturer appointments

Financial and Human Resources

• Is responsible for the department purchasing card and makes purchases as needed
• Keeps the Chair and other department members informed of university-related matters
• Supports the updates of office manuals and procedures as required; contributes to the development of processes as appropriate
• Assists in the onboarding of new faculty and staff members regarding department and university procedures
• Coordinates with the Communication Officer and Administrative Officer on the maintenance of the department website, procedures, and policy manual
• Coordinates sabbatical and other leave requests. Ensures all documents are received and authorized by the deadlines
• All other duties as assigned by the Chair and/or Administrative Officer
• Assists the Administrative Officer as required and, in their absence, provides functional supervision of administrative team
• Provides administrative support for the faculty research and teaching duties of the Chair to facilitate best time management of the Chair

Qualifications:

• Post-secondary education in a relevant field or equivalent education and experience
• Extensive administrative experience in an academic environment
• Experience supporting the needs of a senior management team
• Experience with the application and interpretation of policies and procedures is necessary, preferably within an academic environment
• Exceptional verbal and written communication skills
• Excellent interpersonal and relationship-building skills with a demonstrated ability to work harmoniously with a variety of groups with professionalism, tact, and diplomacy
• Intermediate experience with Microsoft suite of products (e.g., Word, Outlook, Excel, Teams, Zoom)
• Demonstrated experience with calendar management, and scheduling
• Intermediate experience with SharePoint and/or electronic file management systems
• Database experience an asset
• Thoroughness, accuracy, and attention to detail is essential
• Ability to work well under pressure of high volume and frequent interruptions, ability to stay calm during challenging times and periodic pressure
• Willingness to adapt to changing priorities, schedules, and procedures with flexibility
• Knowledge of University policies and procedures
• Office-based with regular working hours, occasional duties outside business hours (evening and weekend)

Vaccination Requirement Statement:

All employees and students of the University of Waterloo are required to provide proof of being fully vaccinated or have an approved accommodation, in order to come to campus. You can provide proof of vaccination or apply for an accommodation on our Campus Check-in website. For more information, please refer to the University of Waterloo website: Vaccination Requirement.

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 hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.

Company:University of WaterlooLocation:Waterloo ON CAJob Types:Full TimePost Date:March 24, 2022Valid Through:April 24, 2022Est. Salary:USD 20 / HOUR

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