Administrative Support to the Head

Immediate opening! Must be able to start asap! Position is at the U of W and will go until December 18th 2026, with the possibility of an extension. The Administrative Support to the Head provides secretarial and administrative support to the Department and contributes to the overall effectiveness of the Undergraduate Program and Office of the Department Head. Key Job Functions

Undergraduate student support

First point of contact for undergraduate students and assists in advising students of department policies and assists in advising with respect to undergraduate program matters(course change forms, degree audit change requests, program requirements and regulations, transfer credits, reference letters, etc.) and Honours Certificate Program

Compile various scholarship applications ensuring: that students are informed for application-based awards; coordination reports for automatic-based awards; all documents have been received and complete; preparing recommendations and forwarding appropriate information

Budgetary

Responsible for reconciliation of monthly financial statements and departmental operating account, professional and graduate studies account, capstone account, trust account and student project accounts

Cheque requisition reimbursements

Processes purchase, travel and membership reimbursements

Administrative (academic) support

Assists Department Head with teaching load assignments, including necessary paperwork for sessional instructors/overload appointments

Assists Department Head with paperwork for Visiting Post Doctoral Fellows, Visiting Professors, Research Assistants and Research Students Assists, coordinates and contributes to the preparation and submission of PDC documentation and forms for the undergraduate and graduate programs

Prepares the 2nd, 3rd, 4th year timetables for Fall, Winter and Summer semesters in coordination with the Registars office.

Processes student evaluation forms for undergraduate and graduate courses

Assists faculty with PTR applications, NSERC forms, grant applications, undergraduate student payroll forms

Under the direction of the Department Head maintains, coordinates and contributes to timing and documentations for various reports including: NSERC, PTR, PDC, CEAB and UPR Administrative (other) support

Maintains departmental website

Updates and maintains information displayed on ECE television monitor

Develops departmental brochures/pamphlets and distribution of such material

Assists with and attends various functions

Assists the graduate area when there is overflow of work

Flow of information

Manages/prioritizes all incoming information and correspondence for the undergraduate program and the Department Head from various sources including the Dean’s office, VP Academic’s office, etc.

Coordinates the flow of information between various offices across campus

Maintains all departmental files and personnel files

Maintain and manage information, using a database, of course history, capstone design projects, honours certificate program, etc.

Scheduling/Meetings

Maintains the Department Head’s calendar

Schedules departmental and undergraduate committee meetings and/or luncheons

Prepares and distributes all required reports, minutes, agendas and correspondence.

Records minutes Skills/Knowledge/Experience/Education required

Comprehensive knowledge of academic rules and regulations, senate by-laws and University policies in relation to undergraduate students & faculty

Previous experience with accreditation process would be an asset

Previous budgetary experience

Ability to maintain confidentiality with respect to all departmental matters

Interpersonal skills, including the ability to liaise with staff, faculty and students and other departments/offices

Proficiency with Microsoft Office (Word, Excel), experience using databases, and LotusNotes; Typing 50NWPM

Proficiency with PowerPoint, Publisher, One Note would be an asset

Experience with Student Information System (SIS) and Financial Information System (FIS)

Excellent communication skills (verbal and written), including the ability to interact with a diverse student, staff and faculty population

Ability to work independently and prioritize multiple projects, tasks and deadlines in a fast-paced administrative environment

Well organized, accurate and conscientious

Ability to exercise tact and diplomacy in all situations/interactions

Ability to take initiative and problem-solve

Formal minute taking experience If interested and qualified, please email your resume to