Administrative Assistant: Permanent Full-Time

At the University of Waterloo, we create and promote a culture where everyone can reach their full potential. As an employee, you get support & opportunities that empower you to advance your career. The University is a welcoming workplace for those of all abilities, interests, and expertise. Full time

Administrative Support

Permanent

Institutional Analysis and Planning

The Administrative Assistant provides comprehensive administrative and operational support to senior leaders in the Institutional Analysis and Planning (IAP), and Integrated Planning and Budget (IPB) units. The role ensures coordinated office operations, sound financial administration, and consistent application of institutional policies and procedures. By providing continuity, organization, and administrative stewardship, the position supports the ability of senior leaders and their teams to focus on institutional priorities.

Administrative and Operational Coordination

• Coordinates day-to-day administrative operations to support the effective functioning of senior leadership in IAP and IPB.
• Manages the calendars and scheduling of senior leaders in IAP and IPB, prioritizing and coordinating meetings and commitments.
• Coordinates meetings and events, including logistics, space requirements, materials, and follow-up actions as required.
• Ensures timely flow, organization, and retention of administrative information and records in accordance with office and University policies.
• Coordinates with campus partners on administrative activities including establishing and maintaining agreements, contracts, requests and correspondence, space, access, relocations, renovations, and moves.
• Serves as a primary administrative resource for office policies, processes and procedures, providing guidance and support related to general administration and use of institutional systems.
• Supports managers with hiring processes, onboarding coordination, and facilitating access to University systems.
• Maintains oversight of office equipment maintenance and technology inventory.
• Acts as the health and safety coordinator for the units.
• Provides support for projects and initiatives through tracking tasks, timelines, and deliverables.
• Financial Administration
• Conducts purchasing to support office needs and maintains appropriate inventory levels for supplies and equipment.
• Provides guidance and direction to staff regarding travel, expense reimbursement, and purchasing processes.
• Coordinates travel arrangements/bookings as required.
• Processes purchase requisitions, service contracts and other documentation in a timely manner, ensuring they accurately reflect all policies, contractual agreements, and budget requirements.
• Maintains current knowledge of University financial and purchasing policies, procedures, and practices and communicates information to other team members as required.

Responds to administrative inquiries and requests for information about the IAP and IPB departments, office activities, and services.

• Supports information flow and communication between senior leadership offices, internal teams, and campus partners to facilitate coordination and adherence to timelines.
• Distributes notices, updates, and materials to IAP and IPB team members.
• Maintains and updates non-technical, administrative content on office-managed websites and information platforms.
• Coordinates access to information systems, dashboards, and reporting tools managed by IAP and IPB.

Builds and maintains positive, collaborative relationships within the office, with campus partners, and with external partners to ensure engagement, customer service, and collaboration that embody the University of Waterloo values.

• Anticipates administrative needs and identifies solutions to address issues in a flexible, efficient manner.
• Supports preparation and coordination for events, meetings, and visits involving senior leaders and special guests.

Education
~ Completion of a college or university program in office administration or a related field, or an equivalent combination of education and experience.

2+ years of experience providing administrative support in a complex organizational environment.

• Knowledge of general office administration practices, financial administration processes, and records management principles.
• Strong interpersonal and customer service skills to support collaborative working relationships.
• Excellent time and project management skills to plan, coordinate, and complete work within established timelines.
• Proficiency in standard office productivity tools and administrative and financial systems, such as Microsoft 365, Concur, WatProcure, Unit4, and Workday are preferred.
• Proficient administrative and financial processing skills, including tracking, reconciliation, and documentation.
• Demonstrated ability to work independently with minimal supervision while knowing when to escalate issues.
• Demonstrated ability to adapt to changing priorities and evolving administrative needs.
• 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 active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is coordinated 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+.

The University of Waterloo is committed to accessibility for persons with disabilities.