Administrative Assistant

4 weeks ago

Kitchener, Canada University of Waterloo Full time

Overview:
**Term: 2 years**

The primary functions of this position are to: (1) provide customer service and administrative support for the general operation of the School of Pharmacy; (2) support our PharmD students through day-to-day management of the Pharmacy Library Resource Centre and by providing administrative assistance to the Undergraduate Affairs team; (3) support the Administrative & Operations Coordinator in managing parking and building maintenance; (4) assist in special event planning and execution; (5) provide back up support for the Administrative Officer. The Administrative Assistant reports to the Administrative Officer.

**Responsibilities**:
Administrative (under the direction of the Administrative Officer):

- Provides effective customer service and handles general inquiries from external visitors, faculty and staff, undergraduate and graduate students
- Monitors Lobby TV screen
- Works with the School’s contracted security service, providing front-desk backup, deliveries (mail, courier, perishables), taxi service, and booking/monitoring of student space
- Responsible for all room bookings for undergraduate and graduate courses, seminars, exams (including finding appropriate rooms for special accommodation exams), events; undergraduate student spaces (fishbowls)
- Manages the Pharmacy Calendar
- Provides logístical and administrative support for onboarding and new hire processes, as directed
- Coordinates the School’s e-waste removal and confidential shredding
- Monitors the School’s copy machines ensuring all are in working order, have adequate paper and toner supplies, and makes service calls, as required
- Responsible for updating the directory for faculty, staff, graduate students and ‘others’, as directed
- Maintains emergency contact information for research labs and the Executive Committee
- Responsible for ordering supplies and maintaining a supply inventory for commonly used items for administrative and teaching purposes
- Responsible for courier services and the UW web-based shipping system (AgileElite) for administrative and teaching purposes
- Responsible for incoming and outgoing daily mail distribution and maintaining the 3rd floor mail room
- Responsible for the notification to researchers of perishable orders received by the School
- Supports School-wide events (e.g., OSCE, research seminars, and other meetings and special events) by managing logistics including lunch/refreshment ordering/invoicing and set up
- Monitors stock and manages logistics/supplies of Menstrual Equity program
- Inspects and stocks first aid kits on a regular schedule and maintains first aid stations and the JHSC notice board
- Responsible for general upkeep of School common areas, supply and storage rooms and the loading dock
- Coordinates orders, surplus items, and storage with Central Stores
- Acts as main contact for WUSA café including deliveries, basic upkeep and feedback on space/inventory
- Manages locker assignments and de-assignments for approximately 480 students
- Provides backup support for Administrative Officer during vacations and absences
- Other duties as assigned

Parking and Building (under the direction of the Administrative & Operations Coordinator)
- Responsible for all aspects of School parking (Lot 3 Faculty & Staff and the pay-per-entry Visitor Lot), including:

- answers parking-related questions and ensures parking instructions are kept up-to-date and accurate
- sells scratch tags for Parking Lot 3 and tokens for the Visitor Lot
- distributes complimentary scratch tags for Lot 3 and complimentary tokens for the Visitor Lot, as directed
- collects funds generated from parking tag/token sales and complies for deposit
- maintains parking tracking spreadsheet, including monthly reconciliation
- liases with UW Parking Services and the City of Kitchener regarding special parking considerations
- assists the Alumni Advancement & Engagement Coordinator in parking arrangements for special events
- Monitors condition of building including classrooms, washrooms, meeting rooms etc. for ongoing maintenance
- Manages office signage, as directed
- Makes referrals to Plant Operations Maintenance Emergency, as required and follows up as appropriate
- Coordinates work requests with Plant Operations for routine building maintenance issues.
- Other duties as assigned

Undergraduate Affairs (under the direction of the Academic Advisor, U/G Affairs Coordinator)
- Supports website maintenance and is WCMS back-up content editor
- Manages student services hotel space (PHR 5009; currently, Counselling Services, Statistical Consulting, Writing Centre); includes room booking and scheduling, poster creation
- Assists in the preparation and execution of the School’s supplemental support program activities
- Typical tasks may include: event marketing, tracking registration, order materials/catering, booking speakers, organizing volunteers; event day deliverables; gathering data/feedback

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