Agent Administratif (H/F) à temps complet

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

Temporary

Faculty of Engineering - Chemical Engineering - Administration

Term: Contract will end on August 31, 2027
This position is being offered as a Secondment or contract opportunity.

Administrative Coordinator reports to the Administrative Officer and is responsible for providing extensive administrative and operational support to the Department and executive level support to the Chair of the Department of Chemical Engineering.

Schedule appointments, arrange meetings, draft correspondence and prepare confidential documents on behalf of the Chair.

• Works closely with the Chair in the recruitment of new faculty hires (DACA) as outlined in UW Policy 76; Faculty liaising with the Offices of Vice President, Academic and Provost and Dean of Engineering Office. The incumbent is responsible for establishing Department 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, and arranging meetings. Coordinates tenure and promotion proceedings as outlined in UW Policy 77 – Tenure and Promotion of Faculty Members – and in guidelines established by the Dean of Engineering Office in consultation with the Chair. The incumbent arranges meetings and coordinates the final submission to the Dean of Engineering Office.
• Assists with special projects and other duties as assigned by the Administrative Officer

• Provide a warm and welcoming greeting for all students, faculty, staff, external visitors, and international delegations in person, by telephone, or electronically.
• Responsible for handling all aspects of key/FOB assignment and allocation for administrative, teaching and research space within the Department.
• Responsible for all ChE telephone requirements in E6, DWE and QNC locations
• Coordinates both incoming and outgoing mail and shipping
• Supports the updates of office manuals and procedures as required; Responsible for ordering and purchasing departmental and office supplies

• Arranges the parking, hospitality reservations, catering and food, gifts, transportation, invoicing, reimbursement, and special requests for above mentioned events.
• Organizes annual events such as student orientation lunch, holiday party, convocation celebrations with over 300 attendees, as well as Dean’s Honor List and other award receptions, fourth year poster presentations, graduate, and student events.
• Orchestrates industry/academic country-wide or international conferences as requested by faculty members, including advising faculty members, booking of event venue, setting up e-commerce portal for registration and fee collection.

• Review telephone charges on monthly basis; coordinate with Department IT team and UW IST team with add/update/removal of telephone services.
• Process conference registration fee income and invoice payments to make sure appropriate account is charged. Reconciliation of conference/event income and expenses.
• Support Administrative Officer as required.

Three plus years administrative and financial experience in an academic environment.

~ Experience working with graduate students is an asset.

Microsoft Word suite of programs – word, excel, power point.

• Quest, Unit 4, web, Learn
• Excellent communication skills (writing, verbal)
• Ability to maintain confidentiality and appropriately handle confidential data and information

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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+.

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