Administrative Specialist

Found in: Jooble CA O C2 - 6 days ago

Waterloo ON, Canada University of Waterloo Full time

Accountable to the academic Chair or Director for human resources administration, financial oversight, the management of facilities and equipment and health and safety responsibilities required to support the teaching and research missions of the department.
The Administrative Manager provides leadership by educating all department members of relevant policies, guidelines and practices related to financial, recruitment, space, and health and safety matters. As the senior administrative staff member in the Department, the Administrative Manager provides continuity as academic leadership changes and oversees all administrative functions of the department in partnership with the Chair. The position is responsible for providing effective administrative support to the Associate Chair(s).
Manages academic program delivery support and administration:
Oversees procedures, timelines, and committee supports according to Policies;
Graduate and undergraduate programs:

Oversees the administrative activities of the graduate and undergraduate programs, including advising students of policies and processes;
Establishes procedures for maintenance of departmental academic records such as course evaluations and student advising, according to Policy
with University policies
Ensuring processes are in place for recruitment, evaluation and pay of sessionals, temporary staff, co-op students, and teaching assistants.
Financial Planning and Management:
Prepares department budget for operating accounts, ensuring that funds are requested, allocated and reported upon in a way that supports the department’s operations and priority activities
Ensures that all operating, trust, endowment and research accounts are managed according to
Policy, including monthly reconciliation of accounts and P-Cards
Assists researchers with the management of research accounts, providing support on eligibility and compliance and preparations for cost recoveries and account closures
Provides advice and reviews all department expenses: travel, reimbursements, faculty professional expenses, endowment, research expenses and casual payroll;
Oversees graduate awards and scholarships, and research matching funds
Ensures relevant reports are available to management and account holders on a regular basis
Participates with Executive Officer and Faculty Financial Officer in developing best practices in budget management
reviews and ensures Request for Leave of Absence applications are complete prior to submitting to the Chair and Dean of Mathematics Office for approval
submits formal documents the Dean’s office
Communication, records and outreach/special events:
Oversees department wide communications including mailing lists and social media platforms
Establishes procedures for maintenance of departmental records, course evaluations and student advising according to Policy;
Supports planning and execution of various special events as necessary
Facilities and equipment management, including but not limited to:
Ensuring the efficient and equitable use of facilities and equipment including allocation, coding and auditing of space usage
Planning and coordinating moves
Undergraduate degree or equivalent combination of education and experience
~3-5 years’ experience in an administrative position required, administrative experience in an academic environment preferred
~Demonstrated experience working with budgets including analysis, budgeting, and forecasting
~ Experience with management of facilities, space and health and safety
~ Demonstrated awareness and sensitivity to issues related to equity and diversity
~ relationships with individuals in academic posts
~ Advanced skill level using Microsoft Office and Excel
~ Other technical skills: Quest, OnBase, Infosilem, SharePoint, Outlook, WCMS, Workday, PowerBI
~ Familiarity with financial management systems such as Unit4, Concur, and Power BI reports
~ Familiarity with web management and social media tools, is preferred
~ Thorough knowledge of university policies and procedures

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 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+.
however, Canadians and permanent residents will be given priority.
The University of Waterloo is committed to accessibility for persons with disabilities.

  • Group Administration Specialist

    6 days ago

    Waterloo, Canada Equitable Life of Canada Full time

    At Equitable Life of Canada, we realize that your work life is not just about performing a job; it's about being part of a workplace that helps you grow and reach your full potential. Within our friendly and collaborative work environment, we recognize that the key to our growth and success is a dedicated, motivated and customer-responsive staff. Join...

  • Group Administration Specialist

    5 days ago

    Waterloo, Canada Equitable Full time

    At Equitable Life of Canada, we realize that your work life is not just about performing a job; it's about being part of a workplace that helps you grow and reach your full potential. Within our friendly and collaborative work environment, we recognize that the key to our growth and success is a dedicated, motivated and customer-responsive staff. Join...

  • Service Specialist

    5 days ago

    Waterloo, Canada Manulife Full time

    **_Are you looking for a supportive, collaborative workplace with great teams and inspiring leaders? You’ve come to the right place. We’re looking for ambitious people who share our values and want to make every day better for people around the world. If this sounds like you, and the career below sounds exciting, we’d like to hear from you....

  • Senior Project Specialist

    Found in: Jooble CA O C2 - 1 week ago

    Waterloo, ON, Canada University of Waterloo Full time

    The Information Technology Specialist (IT Specialist) is responsible for the provision and support of all information technology and related computing systems in the David R. Cheriton School of Computer Science. These responsibilities include management of computing environments and supporting infrastructure, enabling and improving outcomes for...

  • Bilingual Admin Specialist

    Found in: Jooble CA O C2 - 6 days ago

    Waterloo, ON, Canada Sun Life Financial Full time

    Bilingual Underwriting Admin Specialist page is loaded Bilingual Underwriting Admin Specialist Apply locations Montreal, Quebec Waterloo, Ontario time type Full time posted on Posted Yesterday job requisition id JR00095448 You are as unique as your background, experience and point of view. You'll work with dynamic colleagues - experts in their fields -...

  • Group Benefits Service Specialist

    Found in: Jooble CA O C2 - 1 week ago

    Waterloo, ON, Canada Sun Life Financial Full time

    Group Benefits Service Specialist page is loaded Group Benefits Service Specialist Apply locations Waterloo, Ontario Sun Life Toronto One York time type Full time posted on Posted 2 Days Ago job requisition id JR00095257 You are as unique as your background, experience and point of view. You'll work with dynamic colleagues - experts in their fields - who...

  • Communications Specialist

    6 days ago

    Waterloo, Canada MEDA Full time

    **Position Summary** Reporting to the Director, Corporate and Creative Communications, the Communications Specialist will support MEDA’s external communication strategy by writing and co-creating content for digital channels, positioning MEDA as a leader in economic development in the areas of agri-food market systems and impact investment in countries in...

  • Information Technology Specialist

    Found in: Talent CA C2 - 6 days ago

    Waterloo, Canada University of Waterloo Full time

    Overview The Information Technology Specialist (IT Specialist) is responsible for the provision and support of all information technology and related computing systems in the David R. Cheriton School of Computer Science. These responsibilities include management of computing environments and supporting infrastructure, enabling and improving outcomes...

  • International Employment Specialist

    Found in: Talent CA C2 - 6 days ago

    Waterloo, Canada University of Waterloo Full time

    Overview Term: 15-16 months The International Employment Specialist works within a collaborative group to support students, employers and the CEE International team in all matters relating to visa and work permit applications and processes. This includes support for students who are outbound to co-op work terms abroad, as well as incoming...

  • Seasonal Law Specialist

    6 days ago

    Waterloo, Canada Karis Disability Services Full time

    **Full-Time Seasonal Law Specialist** (35 hours/week) **Waterloo, Ontario** The Seasonal Law Specialist will assist the Legal Department within Karis Disability Services, a large, complex, charity-funded organization for the provision of services to persons with disabilities. The work undertaken by the Seasonal Law Specialist will play an important role...

  • Senior Pension Specialist

    Found in: Talent CA C2 - 1 week ago

    Waterloo, Canada University of Waterloo Full time

    Overview The Senior Pension Specialist is responsible for the accurate and effective application of pension arrangements for eligible individuals as per the plan design parameters, ensuring clear and concise communications and integrity of the related processes. In collaboration with the Pension Manager, trains other members of the pension team and...

  • Field Marketing Specialist

    18 hours ago

    Waterloo, Canada Ateeca Full time

    **Job title: Field Marketing Specialist** **Location: Hybrid/ Waterloo, ON (3 days/week = Tues, Wed, Thurs)** **Duration: 12 Months** **Special skills/notes if any**: - Previous Event Logistical Experience is a must - Microsoft Office proficiency - Word, Excel, Power Point, Outlook - Eloqua or other MarTech experience an asset - HTML knowledge an asset -...

  • Information Technology Specialist, Research

    3 days ago

    Waterloo, Canada University of Waterloo Full time

    Overview: Reporting to the Associate Director, Information Technology, the Information Technology Specialist (IT Specialist), Research is an important role in support of the Institute for Quantum Computing (IQC) as a premier quantum research and technology centre. IQC IT Specialists are responsible for the provision, support, and management of computation...

  • Specialist (Video), Integrated Communications

    2 days ago

    Waterloo, Canada University of Waterloo Full time

    Overview: The Specialist, Integrated Communications will be part of a fast-paced team of integrated communications professionals. They will play a key role in the development of multimedia content for the University’s websites and a suite of central institutional print and digital collateral used to advance the University of Waterloo’s reputation. The...

  • Accounts Receivable Specialist

    7 days ago

    Waterloo, Canada Accelerated Systems Inc. Full time

    Accelerated Systems Inc. (ASI) is a clean energy innovation company. A global Designer and Manufacturer of fully integrated electric vehicle Drive Systems including electric motors, motor controllers, battery systems and custom hardware. We specialize in the electrification of equipment that is currently powered by internal combustion engines thereby...

  • Group Collections and Commissions Specialist

    7 days ago

    Waterloo, Canada Equitable Full time

    At Equitable, we realize that your work life is not just about performing a job; it's about being part of a workplace that helps you grow and reach your full potential. Within our friendly and collaborative work environment, we recognize that the key to our growth and success is a dedicated, motivated and customer-responsive staff. Join Equitable...

  • Bilingual Underwriting Admin Specialist

    Found in: Jooble CA O C2 - 6 days ago

    Waterloo, ON, Canada Sun Life Financial Full time

    Bilingual Underwriting Admin Specialist page is loaded Bilingual Underwriting Admin Specialist Apply locations Montreal, Quebec Waterloo, Ontario time type Full time posted on Posted Yesterday job requisition id JR00095448 You are as unique as your background, experience and point of view. Here, you’ll be encouraged, empowered and challenged to be your...

  • Senior Mortgage Administration Specialist

    Found in: Jooble CA O C2 - 1 week ago

    Toronto, ON, Canada Home Capital Group Full time

    Requisition ID 14921- Posted -  Full Time -  Operations -  Toronto Home Trust is Canada’s leading alternative mortgage lender, employing nearly 1,000 people in our Toronto headquarters and branches across the country. Our vision is to be Canada’s market leader in alternative-based financial services solutions. Building on the strength of our...

  • Senior Data Governance and Data Quality Specialist

    Found in: Jooble CA O C2 - 1 day ago

    Waterloo, ON, Canada Equitable Life of Canada Full time

    it's about being part of a workplace that helps you grow and reach your full potential. Position Title: Data Governance and Quality Specialist Reports To: Head of Data Governance and Quality Corporate / Impact Term: Permanent Full-Time You will work in our office in Waterloo, ON a minimum of two (2) assigned, consecutive days every other week,...

  • Disability Benefit Payment Specialist

    2 weeks ago

    Waterloo, Canada Ontario Teachers Insurance Plan (OTIP) Full time

    Company Description OTIP (Ontario Teachers Insurance Plan) is a member-focused, service-driven organization. We are committed to putting our people first by fostering a positive and inclusive work environment, providing a competitive total compensation package and investing in career development. Our team is currently looking for an: **Disability Benefit...