Energy Materials

2 weeks ago

Waterloo, Canada University of Waterloo Full time

Overview:
**Term: 1 year**

Provides administrative support on a wide variety of tasks, including office and calendar organization, travel planning and expense reconciliation, visitor administration and support, reporting to funding organizations, and dissemination of proposal and collaboration materials.

**Responsibilities**:
Administration and Financial Management
- Planning, Scheduling, Reimbursement of Travel
- Maintains the schedule of the Chairholder, including commitments to travel, proposal deadlines, student committees, etc.
- Review travel needs and make travel arrangements for the Chairholder, including airline bookings, hotel reservations, conference registration, etc.
- Prepares and reviews all reimbursement claims including travel expenses and FPER in Concur, attaching appropriate documentation and authorization in keeping with UW policies and procedures
- Approves research purchase invoices in Unit 4
- Approves the research cost center for casual hires research staff in Unit 4
- Runs research budget reports in Unit 4 to check for balances and notifies Professor Nazar of any concerns or issues it with the accounts
- Assists with running actual transaction reports in collaboration with the Chemistry Financial Officer for account audit requests from the Office of Research.

Visitor Administration and Support
- Makes arrangements for visitors (scientists, students, funding sponsors, etc.) within the defined UW policies for each type of visitor.
- Responds to inquires related to international visitor issues and consults relevant offices on campus regarding their status, including the International Office, Graduate Studies and Postdoctoral Affairs, Dean of Science Office, etc.
- Monitors commitments made to visitors, and ensures all necessary paperwork is prepared in advance, in accord with UW and immigration policies and collaboratively with the Chemistry Administrative Assistant
- Maintains all documentation to support audit and reporting requirements
- Maintains confidentiality of personal information

Reporting and Communication Support
- Supports administrative tasks related to the preparation of collaborative funding proposals, scholarly article submission and funding reports

Office Operations & Space Support
- Communicates with the WIN Space Manager, office space needs for Professor Nazar’s group in QNC.

Professional Service
- Responds quickly and serves as a point of contact to internal stakeholders (Departments, Faculties, Office of Research, Graduate Studies and Postdoctoral Affairs, Finance, UW Senior Administration)
- Liaises and supports Chair-related tasks with external stakeholders (Visitors, Partners, Government, Industry, Service Providers, etc.)
- Assists with special projects and other administrative duties as assigned

Qualifications:

- College or Bachelor’s degree, familiarity with the needs of a scientific operation desired
- Minimum 2 years of working in an administrative support and reporting role
- 2+ years of experience with the review and submission of expense claims is preferred
- 2+ years of experience running and interpreting budget reports is preferred
- Familiarity with Science discipline and relevant academic policies are an asset
- Knowledge of university working environment and systems, or similar large, complex, multi-departmental organization
- Analytical skills, interpersonal, organization and communications skills required
- A certain amount of autonomy is required to monitor travel, visitor and other activities and take initiative to recommend improvements and changes
- Flexibility is important to work at events after hours and assume tasks that arise as a course of business
- Knowledge and experience using Unit 4, Concur, and Workday is 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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