Administrative Assistant - Student

Overview: Term: 1 year The Administrative Assistant to the Chair provides executive level support to the Chair and is responsible for ensuring the smooth operation and confidentiality of the Chair's office. In addition, the incumbent assists the Administrative Officer and manages the departmental main office including supervision of the Department Assistant.
Executive Administrative Support
Keeps the Chair apprised of priorities or urgent matters requiring immediate attention and in the absence of the Chair, responds as appropriate
Organizes agendas, support materials, and creates briefing notes for the Chair prior to meetings
Drafts correspondence and administrative reports, including external reports, on the behalf of the Chair. Provides administrative support for the faculty research and teaching duties of the Chair to facilitate best time management of the Chair
Faculty Relations Administration
Supports the department in the recruitment, appointment, evaluation, promotion and retention of faculty • Coordinates all tasks involved in the hiring of new faculty as outline in UW Policy 76: The incumbent prepares final hiring packages for the University Appointments Review Committee (UARC), liaising with the Offices of the Vice President, Academic and Provost, and Dean of Engineering Office
Arranges travel and reimbursement for candidates
Processes definite-term appointments for adjuncts confirming academic qualifications and identifying any immigration requirements. Liaises with the university Immigration Specialist regarding immigration requirements for all faculty academic appointments • Provides an orientation to new faculty members and ensures that all support services are arranged
Prepares all departmental administrative appointments related to Associate Chairs and program Directors
Coordinates tenure and promotion proceedings as outlined in UW Policy 77 - Tenure and Promotion of Faculty Members. Is responsible for establishing 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, and arranging meetings. reviews and ensures Request for Leave of Absence applications are complete prior to submitting to the Chair and Dean of Engineering Office for approval
Provides advice, guidance and interpretation of policies and procedures related to tenure, adjunct appointments, overload, administrative appointments, leaves, retirement, etc.
Maintains confidential faculty files pertaining to tenure, promotion, merit and discipline cases in accordance with UW Policy and the Memorandum of Agreement
Tracks faculty administrative tasks, committee membership, etc.
Keeps the Department informed of University matters and deadlines; Prepares the agenda, meeting materials, and takes the minutes of the monthly department meetings, ensuring adherence to appropriate protocols, process guidelines and standards
Plans and executes various special events for faculty and staff e.g. award dinners, department retreat, year-end party, retirement or promotion celebrations as required
Independently prepares meeting agendas based on input and submission from multiple faculty and staff and presents drafts to the Chair
Ensure technology systems logistics are prepared for meetings, including hybrid meetings, including creation of online polls for voting, and distribution of pertinent reports
Keeps up-to-date records of the committee memberships and faculty service roles in an online database accessible to all department. Anticipates vacancies, oversees committee membership elections by accepting nominations and through the preparation and distribution of ballots (including e-surveys) and final tallying of votes with follow-up notices
Organizes and maintain Department files, including confidential files, pertaining to the Department and the Chair's office including faculty appointments and their activities
Maintains data and prepares statistical analysis including graphical information for the Department for use in accreditations, annual reports, on websites, and departmental planning documents
Receives telephone and video calls for the department
Provides back-up to Academic Services Coordinators and other administrative staff during critical times
including recruitment, monitoring job performance and work flow, providing coaching and mentoring, and delivering the annual performance review

rovides support to the Administrative Officer as required
Identifies and recommends process improvements
Manages special projects as assigned by the Administrative Officer and/or Chair
Provides routine clerical support in the absence of the Department Assistant, including room bookings, mail distribution and imaging
Coordinates the annual submission of professional expense and reimbursement claims on behalf of the Chair. Incumbent must have knowledge of financial policies and procedures to ensure reimbursements are properly processed
All other duties as assigned by the Chair and/or Administrative Officer
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
Proficient in Microsoft Office, online meeting software, email and outlook
Excellent customer service skills
Intermediate experience with SharePoint and/or electronic file management systems
Database experience an asset
Knowledge of University policies and procedures
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 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+.
The University of Waterloo is committed to accessibility for persons with disabilities.