Departmental Support Specialist

2 weeks ago

Waterloo, Canada University of Waterloo Full time

Overview:
**Term: 18 Months**

The Department Support Specialist provides a broad spectrum of administrative and operational support to facilitate the day-to-day operations of the Department of Physics & Astronomy. This position is a part of the administrative team that creates and maintains a positive student-centered and service-oriented environment in Physics & Astronomy. This role moves seamlessly between tasks and shifting priorities, to address critical needs. The Departmental Support Specialist provides continuity and demonstrates breadth and depth in all core operations in the department.

**Responsibilities**:
Departmental Administrative Support
- Acts as a departmental first point of contact by responding to diverse general questions independently, promptly, and courteously, determines the nature of needs and directs individuals as appropriate
- Processes key permits and tracks all keys/fobs issued within the department
- Assists with the allocation of space to all students, guests, and visitors
- Actively monitors and maintains cross-appointment and adjunct appointments database; prepares renewals/appointments
- Provides administrative and resource support for departmental committees and meetings, as required
- Assists Administrative Assistant with the coordination of departmental events

Undergraduate Program Support
- Collects and maintains teaching preferences and teaching constraints database
- Serves as a backup scheduling and exam representative
- Assists departmental advisors with general advising tasks during peak periods
- Processes undergraduate forms and provides student with assistance on Quest and LEARN, as required
- Assists in the planning and execution of departmental student events
- Prepares reports, surveys, and compiles results
- Serves as a point of contact for SIN exam; Purchases and distributes book Prizes
- Assists with the printing coordination and storage of course materials, midterms, and exams
- PhysClub & FemPhys student club liaison

Financial Support
- Makes purchases for department staff and faculty on the P-Card, as directed by the Financial Officer
- Reconciles P-Card monthly statements
- Prepares all paper-based travel claims for review by Financial Officer
- Serves as back up Concur claims reviewer

Graduate Program Support
- Assists in the planning and execution of departmental student events
- Serves as a back up for processing graduate milestone forms
- Assists with the preparation of comprehensive exams during peak periods and proctors when needed

General Support
- Posts event and departmental information on websites and social media, as needed
- Provides students, faculty and staff with AV, photocopier training and support
- Books Physics meeting rooms for faculty, and students
- Actively monitor and order departmental supplies
- Identify and recommend process improvements
- Attend meetings and update skills as deemed necessary for this position
- Assists with special projects, data collection and other duties, as assigned by the Administrative Officer

Qualifications:

- University degree: equivalent combination of education and experience will be considered
- 1-2 years of extensive administrative experience in an academic setting
- 1-2 years of experience in a front-line customer service facing role
- Experience pertaining to undergraduate and graduate programs and advising is an asset
- Familiarity with Science discipline and relevant academic policies an asset
- Experience working with event coordination is an asset
- Ability to work collaboratively with all team members to deliver excellent results with accuracy and integrity in a student-centered environment
- A continuous improvement mindset and exceptional client service focus are critical for success
- Proven ability to work independently to problem solve and to make sound decisions within the scope of the role
- Strong ability to shift gears frequently due to multiple demands and frequent interruptions
- Exceptional communication (written and verbal) and organizational skills
- Focused, organized, detail-oriented, results driven and able to work under pressure
- Competency in exhibiting compassion, particularly with students under stress or in emotional crisis
- Intermediate knowledge of Microsoft Office, Outlook, MS Teams, Quest, SharePoint, OATS and with the willingness to learn new systems strongly encouraged
- Proven experience to work efficiently in a fast-paced academic setting is required
- Demonstrated ability to exercise empathy, tact and discretion when handling confidential and sensitive information
- Demonstrated ability to support cross functional teams and build consensus. Sensitive to the diverse needs and perspectives of stakeholders and works with them to resolve issues

Equity Statement:
The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory

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