Department Assistant

2 weeks ago

Waterloo, Canada University of Waterloo Full time

Overview:
**Term: 2 years**

The Department Assistant provides a wide range of administrative and operational support to facilitate the day-to-day operations of the Department of Mechanical and Mechatronics Engineering (MME). This position helps to create and maintain a positive student-centered and service-oriented environment in MME.

**Responsibilities**:
Clerical and Administrative Support for the General Operation of the Department
- Determines the nature of needs and directs individuals to the appropriate staff member, office, or resource department based on a thorough knowledge of the department and the University
- Facilitates the daily operation of the department printer and photocopier, including trouble-shooting and processing requests for repair, monitoring supply of paper, toner, or other supplies, and replenishes as necessary
- Maintains office and coffee supplies for the department, faculty and staff
- Coordinates both incoming and outgoing mail services for the department
- Assists with the issuing, returning, and tracking of keys
- Coordinates copying, faxing, scanning, etc. of course materials, exams and other printed materials
- Submits and ensures confidentiality of print orders for course materials, mid-terms or exams
- Maintains department directory of faculty and staff listings
- Maintains records of department and teaching expenditures for supplies and copying
- Arranges parking passes for MME visitors through Parking Services

Meeting and Event Support
- Schedules bookings for all MME meeting/seminar rooms and equipment and ensures all equipment (laptop, data projectors, laser pointers) are returned
- Coordinates logístical arrangements for department special events, conferences, seminars, guest lectures, industry and senior leadership partners; including scheduling, catering; preparing and disseminating agenda packages or other materials
- Transcribes and circulates meeting minutes as required

Web/Digital Maintenance
- Updates MME website events, department news, webpages, contact details, etc.
- Creates and manages announcements and advertisements displayed on department monitors
Physical Resource Maintenance
- Submits maintenance, custodial and other service requests to Plant Operations
- Informs Plant Operations of emergencies (e.g. spills, floods, etc.) that require immediate attention to ensure these facility issues are handled promptly and appropriately

Other Duties
- Assists the Administrative Assistant to the Chair with the creation of Sessional appointments; ensures paperwork is completed and signed by the financial account holder, Vice-Dean of Engineering, and the appointee
- Provides backup support to the Administrative Assistant to the Chair during absences and vacation
- Assists with special projects and other duties as assigned by the Administrative Assistant to the Chair or the Administrative Officer

Qualifications:

- Post-secondary degree/diploma preferred or equivalent combination of education and experience
- 1-2 years of administrative/clerical experience and/or front-line reception/customer service
- Experience within an academic environment an asset
Excellent interpersonal and communications skills, both oral and written
- Must possess cultural awareness, sensitivity and patience to communicate and interact effectively with a wide range of individuals whose first language may not be English
- Strong organizational skills, attention to detail, and good sense of logistics required
- Time management skills including adaptability and flexibility to react to unexpected and time sensitive demands
- Ability to work well under pressure of high volume and frequent interruptions, ability to stay calm
- during challenging times and periodic pressure
- Proven judgement, tact, diplomacy, and problem-solving skills
- Ability to work both independently and in a collaborative team environment, with the capacity to work effectively and efficiently in a complex, fast-paced and changing environment with numerous deadlines and priorities
- Knowledge of UW policies and procedures an asset
- Intermediate proficiency with Microsoft Office Suite and Adobe Acrobat

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 our Office of Indigenous Relations.

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