Support Services

6 months ago

Waterloo, Canada University of Waterloo Full time

Overview:
**Term: 2 years**

The Support Services Assistant provides a wide range of support within the department of Management Science and Engineering. S/he is the first point of contact for faculty, staff, students and visitors and provides direction and guidance on routine administrative and operational functions in the department. Depending upon the need, the incumbent’s time may be split between two different areas of need spending a portion of their work week in each of two different areas. The Administrative Officer is responsibility to ensure that the duties assigned are consistent with the accountability level and qualifications of the incumbent.

**Responsibilities**:
Office Administration and Client Service:

- First point of contact for the department - engages with visitors and requests for information. Assesses requests and provides direction or seeks addition information. Manages all situations with utmost professionalism, confidentiality and discretion
- Assists with the beginning of term procedures (e.g., key permits, setting up mailboxes, updated bulletin boards, key codes etc.)
- Manages bookings for conference rooms including access and key control
- Updates and maintains electronic mail distribution lists and distributes faculty-wide notices as appropriate
- Assists with technical support for photocopiers and printers
- Prepares shipping requests, surplus declarations and arranges for disposal of confidential material and shredding
- Prepares specific work requests, these include changes to office signage, locks, maintenance, ordering office equipment
- Orders and monitors the department’s administrative and teaching supplies within available budget
- Assists the department in the management of department space, ensures equitable and timely space assignments; assists in maintaining usage reports; work on space allocation and outfitting of offices
- Management of department equipment including ordering equipment as required
- Arranges meetings, including room bookings, catering, AV support, and others as required
- Assist in Graduate and Undergraduate scheduling
- Event Coordination, assist with both small-scale and large-scale events which may include the design of invitations, registration monitoring, arranging food services, set-up of facilities, greeting guests, etc.
- Provide administrative support for special Department events and off-site conferences
- Organize meetings, workshops, seminars and conferences, including bookings, preparing advertisements, audio-visual equipment, and ordering refreshments
- Assist with travel arrangements and events associated with visitors and seminar speakers

Supports and enhances department communications through the following duties, among others:

- Assists with the website content for edits and updates to the Department website along with Grad & Undergrad website and reviews accessibility requirements for all postings; analyzes content on the department website and makes recommendations for changes and improvements
- Manages department communications using social media tools such as Facebook, and Twitter
- Coordinates with the Associate Chairs and Grad and Undergrad Advisors the annual orientation program and recruitment efforts and the organization of all events
- Provides support to departmental committees as required, at the request of the Administrative Officer
- Other duties or projects as assigned by the Administrative Officer

Qualifications:

- Secondary School diploma, with some post-secondary education or commitment to receive postsecondary training
Demonstrated administrative experience is required, experience in an academic work environment is preferred
- Strong communication skills (written and oral) are required including clarity, diplomacy, and tact
- Incumbent should have demonstrated experience with formatting documents, and working with databases
- Experience working in a team environment, with demonstrated ability to meet deadlines and achieve deliverables with mínimal supervision
Organizational, analytical, interpersonal, customer service and strong communication skills both oral and written required
- Aptitude for attention to detail and accuracy are required
- Proven capacity to handle high volume of requests and multi-task
- Intermediate skills in MS Word, Excel, PowerPoint, FileMaker Pro, Outlook and MS TEAMS
- Familiarization with Quest, LEARN, SharePoint, Waterloo Content Management System (WCMS) 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 the Office of Indigenous Relations

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