Administrative Assistant

Term: 14 Months

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 site

Oversees the coordination and logistics of annual Lecture Series. Maintains databases and manages external mailings and marketing effortsfor 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

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is co-ordinated within the

Office of Indigenous Relations.

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 Inuk (Inuit), 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 or, ext. 45935.

Full-Time