Administrative Assistant

6 months ago

Waterloo, Canada University of Waterloo Full time

Overview:
The Administrative Assistant is responsible for the efficient daily operations of the Chair’s office. The Administrative Assistant provides support, oversight and guidance for faculty recruiting, tenure and promotion, sabbaticals, and all non-faculty appointments. The Administrative Assistant manages confidential records and provides administrative support to the Chair and Administrative Officer.

**Responsibilities**:
Administrative Support
- Provides comprehensive assistance to the Department Chair to meet goals of the Department
- Manages the Chair’s schedule and coordinates often unexpected changes to detailed arrangements
- Keeps the Chair apprised of priorities or urgent matters requiring immediate attention and in the absence of the Chair and responds as appropriate
- Handles difficult situations with discretion and maintains confidentiality including details of the Chair’s discussions and correspondence
- Organizes agendas, support materials, and creates briefing notes for the Chair prior to meetings

Faculty Relations Administration
- Supports the department in the recruitment, appointment, evaluation, promotion, and retention of faculty
- The incumbent prepares final hiring packages for the University Appointments Review Committee (UARC), liaising with the Offices of the Vice President, Academic and Provost, and Dean of Engineering
- Processes and confirms academic qualifications and determines space requirements for all part-time, definite-term, adjunct, post-doctoral fellow, and research associate appointments. Monitors all appointment end dates on a regular basis to ensure renewals are processed in a timely manner
- Liaises with the university Immigration Specialist regarding immigration requirements for all faculty and non-faculty academic appointments arranging meetings, preparing briefs, and reviewing for accuracy and completeness
- Coordinates merit proceedings in consultation with the Chair. Is responsible for establishing Departmental timelines for proceedings in conjunction with those set forth by the Dean of Engineering Office. Specific duties include collecting year-end reports from faculty members, compiling data related to research grants, publications, teaching, and service activities from same, preparing summary forms, and arranging meetings. The incumbent is responsible for preparing spreadsheets of final merit ratings, and preparing letters of evaluation for all faculty members in the Department
- Provides advice, guidance and interpretation of policies and procedures related to tenure, adjunct appointments, administrative appointments, leaves, retirement, etc.
- Maintains confidential faculty files pertaining to tenure, promotion, merit, and discipline cases in accordance with UW Policy and the Memorandum of Agreement
- Tracks faculty administrative tasks, committee membership, etc.
- Keeps the Department informed of University matters and deadlines; ensures that there is a sharing of information within and outside the Department
- Maintains current membership of various committees, assists the Chair with recruitment, and ensures voting procedures are followed. Ensures the effective and efficient operation of the department’s various committees (DACA, DTPC) and coordinates logistics as required

Other Departmental Support
- Provides support to the Administrative Officer as required
- Participates in special projects as assigned by the Administrative Officer and/or Chair
- Maintains procedure manuals for the position and implements changes to procedure and processes as directed by the Faculty or University
- Ensures all full-time and part-time employees within the Department have completed all mandatory health and safety course requirements.
- Prepares the agenda, meeting materials, and takes the minutes of the monthly department/faculty meetings, ensuring adherence to appropriate protocols, process guidelines and standards.
- Assists with the planning and execution of various special events e.g., department retreat, as required
- Provides routine support in the absence of the Department Assistant

Qualifications:

- College diploma (undergraduate degree preferred) or equivalent combination of education and experience in related field
- 3-5 years administrative experience in progressively responsible position, preferably in an academic environment
- Ability to manage calendars with competing demands, and changing priorities
- Proficient in Microsoft Office, Outlook, Zoom and MS Teams
- Experience documenting relevant meeting minutes and action items
- Demonstrated ability to maintain high levels of confidentiality when dealing with sensitive matters. Excellent verbal and written communication skills
- Must possess cultural awareness, sensitivity, and patience to communicate and interact effectively
- Display excellent problem-solving skills, sound judgement and initiative, with the ability to make decisions independently
- Demonstrated ability to take the initia

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