Department Assistant

2 weeks ago

Waterloo, Canada University of Waterloo Full time

Overview:
**Term: 1 year**

The responsibilities of this position encompass a wide variety of tasks. The main responsibilities are to provide first point of contact and as such must be knowledgeable, congenial, and act as department receptionist. The incumbent is also responsible for rooms bookings, key control, maintenance of office equipment, ordering office supplies, distribution of incoming mail, printing and other duties as assigned by the Administrative Assistant to the Chair.

**Responsibilities**:
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 based on a thorough knowledge of the department and the University
- Manages all bookings for SYDE class, meeting and seminar rooms
- Assists with the procurement of textbooks and desk copies from publishers
- Maintains office supplies for the department, faculty and staff
- Monitors 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 replenishing as necessary reporting any concerns to the Administrative Assistant to the Chair
- Coordinates and distributes mail and package services for the department
- Oversees telephone and general maintenance requests in partnership with the Administrative Officer and Lab Director
- Assists with the allocation of space to all students, guests and visitors and maintains signage for all SYDE spaces
- Processes key permits and issues FOBS within the policies established by the Administrative Officer
- Provides and ensures confidentiality of printed materials, such as course materials, mid-terms and exams
- Assists the Administrative Assistant to the Chair with departmental events; including department meetings, student events and competitions, award ceremonies and social events as requested
- Maintains the position’s procedure manual with the support of the Administrative Assistant to the Chair
- Assists other administrative staff with work overflow
- Duties assigned by Administrative Assistant to the Chair and Administrative Officer

Qualifications:

- Two-year diploma preferred or an equivalent combination of education and/or experience
- 1-2 years of administrative and/or customer service experience,
- Experience within an academic environment an asset
- Strong working knowledge of Outlook, Word and Excel are required
- Excellent customer service skills
- Excellent interpersonal and communications skills, both oral and written
- Aptitude for attention to detail and accuracy
- Time management skills including adaptability and flexibility to react to unexpected and time sensitive demands
- Ability to work both independently and in a collaborative team environment
- Knowledge of UW policies and procedures an asset

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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