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Office Coordinator

3 months ago

Kitchener, Ontario, Canada University of Waterloo Full time
Overview

The primary purpose of this position is to support the GSA administrative requirements. Notable responsibilities include human resources, payroll, administration of essential services, documentation management and office management.

This position is contingent on funding, working 24 hours a week.

Responsibilities

Administrative Support

  • Be the primary point of contact for students for GSA services (Health and Dental, Legal Care, GRT etc.)
    • Respond to website queries and emails
    • Support students and direct them to the proper areas of the university
  • Conduct the GRT UPass Opt In and Opt Out process at the beginning of each term
  • Manage room booking system on Skedda for Grad Lounge and Board Room
  • Coordinate Tax Aid clinic every March/April
  • Assist with termly Orientation events for new graduate students
  • Perform periodic updates to the GSA website regarding offered services
  • Take minutes for internal meetings within the GSA
  • Support student leaders in preparing for events like purchasing items and setting up the event
  • Other duties as assigned by the General Manager and/or GSA PresidentHuman Resources

Support GSA payroll requirement

  • Coordinate hiring process for casual GSA staff
  • Process casual staff hiring, termination and Workday management
  • Process IT onboarding for staff (emails, card access, Slack etc.)
  • Manage Sharepoint site organization, document naming convention and permissions
  • Other duties as assigned by the General Manager and/or GSA President

Office Management

  • Hold office hours Monday to Thursday, 9:30 AM – 3:30 PM
  • Greeting all visitors to the GSA office in a cordial and professional manner
  • Support general office administration responsibilities including but not limited to office supply management and keeping the physical space clean
  • Manage the GSA Grad Lounge and Board Room – Ensuring it is being used appropriately and the space is kept clean
  • Manager software platforms that are used within the GSA
  • Other duties as assigned by the General Manager and/or GSA President
Qualifications
  • College Diploma in Office Administration or a related discipline
  • Equivalent combination of education and/or experience will be considered
  • Minimum 2 years' experience in general office reception role
  • Experience with HR platforms such as Workday or other equivalent platforms are an asset
  • Demonstrates experience with the following:
  • Performing general office duties
  • Payroll
  • Client services
  • Excellent written and verbal communication skills
  • Excellent interpersonal and relationship building skills
  • Excellent customer service skills
  • Electronic workplace skills (e.g., Microsoft Office, Presentation Software, Graphics software, SharePoint, Microsoft Teams, Sharepoint, Google Drive, etc.)
  • Website skills (e.g., WordPress, etc.)
  • Working knowledge of preparing reports and summaries of statistical data
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 main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. 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+.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at or , ext

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