Coordinator, Operations and Events

5 months ago

Waterloo, Canada University of Waterloo Full time

Overview:
Reporting to the Administrative Officer, a dynamic and organized Administrative Coordinator will support the administrative processes required for organizing and maintaining the operations for the Department of Kinesiology and Health Sciences (KHS) and the Centre for Community, Clinical and Applied Research Excellence (CCCare). This will include coordination of special events and outreach projects, financial compliance review, website updating and providing program support.

**Responsibilities**:
**Workday Campus Partner and General Financial Support**
- Process new hires, one-time payments, terminations, and problem-solving support for Workday
- Onboard support and communication for new hires
- Review payroll for compliance with university protocols and Employment Standards Act
- Organize, maintain and file documentation related to financial transactions for audit purposes
- Manage travel claims and Concur claim processing for non-research activities
- Act as a department reviewer for Faculty Professional Expense Reports
- Prepare weekly Fusion reports for Finance
- Charge-out invoicing, including setting up in Unit 4 as an invoice coder

**Facility Operations and Resources**
- Manage office equipment, including maintenance and repairs, submit service requests and prepare documentation for asset disposal
- Coordinate service interruptions and building maintenance
- Maintain administrative office requirements, including purchase of printer cartridges and paper and general office supplies
- Receive and distribute mail and prepare outgoing courier through online shipping systems
- Assist with exam printing, confidential document storage and retention according to policy
- Ensure the efficient and equitable use of facilities and booking of space
- Prepare and maintain a procedural manual for departmental processes
- Maintain and update the department directory
- Prepare offices and onboarding documentation for new faculty, graduate students, or staff
- Manage facilities for Grad students, including keys, fobs, door signs, mailbox signs, and telephones (CCCare - located in BMH (Burt Matthews Hall)

**Event and Website Management**
- Coordinate KIN Lab Days event, acting as the liaison with high school teachers and coordinating with internal stakeholders to ensure a successful event
- Manage the internal bookings of space and resources related to event planning
- Update and maintain the KHS website using WCMS3
- Arrange for website photos and upload them to the website

**Program Support (Academic and CCCare)**
- Provide administrative support for special projects as required
- Assist and support the Associate Chair of Administrative Research Partnership and Outreach (ARPO) with meeting coordination and other administrative tasks.
- Manage OCEANS referrals (CCCare)
- Update CCCare assessment database
- Oversee CCCare operations, checking supplies, addressing building issues, and overseeing the nutrition centre
- Provide program support to Lab Instructors related to short term absences in labs, VIFs, and related communications
- Manage retention and storage of confidential documents

Qualifications:

- Undergraduate degree or equivalent combination of education and experience
- First Aid certification is an asset- Two or more years of payroll, financial or administrative experience- Two or more years of experience in an academic setting- Familiarity with Workday and WCMS an asset- Familiarity with university policy and procedures an asset- Intermediate skill level using Microsoft Office, Excel, and Teams- Well-developed organizational, customer services and communication skills- Aptitude for attention to detail and accuracy are essential- Strong interpersonal skills with the ability to interact in a positive and supportive manner- Ability to adapt to changing responsibilities and take initiative

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 the

Office of Indigenous Relations.

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