Senior Administrative Coordinator

3 weeks ago

Kitchener, Ontario, Canada University of Waterloo Full time

Overview

The Administrative Officer serves as a pivotal leader and consultant, ensuring the department is optimally positioned to realize its strategic objectives. As the principal staff member within the department, the AO oversees comprehensive business operations, human resource strategies, financial management, and the administrative framework, including the oversight of facilities, equipment, and technology. The AO is tasked with establishing and nurturing strategic partnerships with external entities and internal departments to bolster the teaching, research, and community engagement initiatives of the department. Furthermore, the AO provides stability during transitional periods, such as leadership changes, exercising significant judgment and discretion in their role.

Key Responsibilities

Strategic Planning and Development

  • Offer strategic, confidential counsel to the Department Chair and Associate Chairs in formulating both short- and long-term visions and strategies for the Kinesiology and Health Sciences (KHS) Department across academic, research, and outreach programs.
  • Provide confidential advice and strategies to academic administrators regarding human resources, budgeting, financial oversight, and organizational changes to translate vision into actionable plans.
  • Actively participate in the Kinesiology and Health Sciences Executive Committee, assisting the Chair with all facets of departmental strategic planning.
  • Formulate long-term strategies for the Department, including program expansion and research opportunities.
  • Develop plans and supervise space management, renovation, and new construction initiatives.
  • Manage related research units and centers, ensuring effective oversight of facilities, financial management, and performance.
  • Direct strategic marketing and communication efforts, including digital presence.
  • Plan and execute promotional and special events within the department.
  • Cultivate partnerships with community, corporate, non-profit, and professional organizations.

Human Resources Management

  • Oversee recruitment, onboarding, evaluation, promotion, and retention of administrative and teaching staff, aligning roles with departmental needs and strategic planning.
  • Provide direct supervision to leads of the Teaching and Operations groups and all administrative support staff.
  • Support faculty hiring processes and assist the Chair with recruitment and retention of faculty.
  • Manage onboarding for new faculty, including office setup and training on HR and finance systems.
  • Collaborate with other university departments to ensure operational compliance with university policies.
  • Oversee succession planning discussions and processes.

Financial Oversight

  • Develop and implement financial controls to ensure compliance within the department.
  • Supervise the creation and monitoring of the department's annual operating budget.
  • Ensure availability of funds to support departmental operations.
  • Manage all operating, trust, endowment, capital, and research accounts effectively.
  • Monitor and report on the financial status of major strategic priorities.
  • Create and maintain business plans for anticipated program changes to ensure financial viability.

Academic and Research Operations Oversight

  • Provide consultation for the Undergraduate and Graduate Committees as needed.
  • Oversee course budget development and administration for undergraduate teaching.
  • Manage scheduling and planning processes for undergraduate and graduate courses.
  • Coordinate annual plans for graduate teaching assistants and associated funding models.
  • Supervise the Teaching staff group and Operations team leads to ensure smooth departmental operations.
  • Oversee purchasing and management of teaching and research lab infrastructure.
  • Provide oversight for hiring and training of research support staff.
  • Advise and support faculty research, including compliance with research ethics policies.

Management of Physical Resources and Health and Safety

  • Develop initiatives to optimize space and resource utilization within the department.
  • Manage space allocations for teaching and research activities.
  • Collaborate with faculty offices to ensure coordinated space planning.
  • Oversee security measures and maintenance within departmental facilities.
  • Support safety programs to ensure compliance with safety regulations.
  • Ensure staff and faculty compliance with safety training requirements.

Qualifications

  • A master's degree with extensive administrative experience in an academic department, preferably in a science-related field.
  • Proven leadership experience in human resources and administration.
  • Additional education or experience in management and communications is advantageous.
  • Demonstrated ability to design and implement administrative and financial systems.
  • Familiarity with university policies and procedures is preferred.
  • Strong interpersonal skills, including excellent verbal and written communication.
  • Must be organized, a long-range planner, and an effective problem-solver.
  • Proven ability to make independent decisions and build consensus.
  • A strong understanding of the academic and research environment is essential.
  • Proficiency in financial software systems and intermediate skills in Microsoft Office suite.

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