Administrative Assistant to The Chair

2 weeks ago

Waterloo, Canada University of Waterloo Full time

Overview:
Reporting to the Administrative Manager, this position provides efficient and effective administrative support to the Chair’s Office relating to academic recruitment, tenure, promotion, and retention processes, as well as coordinating the submission of information and documentation required to initiate and conclude various faculty relations processes.

The Administrative Assistant to the Chair personifies professional courtesy and absolute discretion when carrying out the duties of this position, handling complex situations as they arise, and maintaining utmost confidentiality of Faculty records and/or discussions.

The Administrative Assistant to the Chair is the frontline position liaising between the Chair’s Office and i) the Dean’s Office, ii) the Secretariat’s Office (in particular Visa and Immigration Support Services) iii) international visitors, and local communities. This role represents the Chair to all visitors and callers to the office with professional courtesy, poise, and warmth; Understands and employs appropriate protocol with dignitaries and international guests by phone and in-person.

**Responsibilities**:
Administrative Support to the Chair
- Provides executive assistance to the Chair and carries out duties as assigned to meet the teaching, outreach, public relations, and research activities and goals of the department, including maintaining the Chair’s calendar
- Liaises with faculty, staff, students, visitors, seminar speakers and external partners through queries and requests for information requiring a thorough understanding of University policies and procedures
- Maintains utmost confidentiality concerning details of the Chair’s discussions and correspondence
- Organizes details for department committees and meetings, including but not limited to, supporting and serving as a resource, maintaining meeting agenda and minutes, running election votes, follow-up on relevant business
- Facilitate the collection of signatures required and prepares correspondence and confidential documents for the Chair’s signature, as required
- Provides Administrative Manager up-to-date information on new appointments or any other activity inthe Chair’s office as they relate to department space, logistics and budget, and identifies and resolves problems either independently or in consultation with senior administrators in each of these areas

Faculty Recruitment and Visitors and Immigration
- Works closely with the Chair, Administrative Officer - Faculty Relations, and the Senior Immigration Specialist in the recruitment of new faculty hires
- and off-campus meals
- Prepares appointment and rejection (Mathjobs) letters and Labour Market Impact Assessment as necessary.
- In consultation with the Dean’s Office and the Secretariat’s Office, prepares visiting and immigration documents for all faculty members, post-doctoral fellows, and international visitors
- Serves as liaison with the local office of Human Resources Development Canada (HRDC) and Canada Immigration (CIC) to process appointments of non-Canadians and provides both Canadian and non-Canadian faculty members and visitors with information concerning Canadian immigration and employment policies
- Provides transition support in coordination with the Administrative Manager on details including moving policy, financial and teaching obligations, as they pertain to offer letters
- Attends lunch & learn information sessions offered by Provost Office

Academic Appointments (Faculty, Definite-Term and Postdoctoral Fellows)
- Prepares pertinent paperwork for faculty, definite term, and postdoctoral appointments
- Provides welcome package for new faculty members and ensures that all support services are arranged and provides information on university and academic policies and procedures, as required
- Prepares sessional teaching contracts, liaising with Department Associate Chairs
- Prepares cross-appointments, adjunct appointments, and administrative appointments
- Monitors end dates of definite-term and probationary term appointments and ensures renewals are processed in a timely manner
- Coordinates details for incoming visitors, including, but not limited to, office space, computer, telephone, computer accounts, and printing access.

Sabbaticals, and confidential records collection and maintenance
- Maintains up-to-date faculty, definite-term, postdoctoral, professor emeritus and visitor files
- Collects annual activity reports and assists with performance review process
- Prepares statistics for annual reports and merit reviews
- Responsible for compiling Tenure and Promotion package materials and supporting documentation in consultation with the faculty member and Chair; maintains a schedule of deadlines and meetings, prepares draft brief for the Chair and committee, and submits documents
- Department file retention

Other general department administrative duties
- Coordinates special events, including but not limited to,

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