Administrative Manager
4 weeks ago
We are seeking an experienced and highly organized Administrative Manager to join our team at the University of Waterloo. This is a key role that will provide administrative support to the academic department, ensuring the smooth operation of daily activities and contributing to the success of our faculty members.
Key Responsibilities- Provide administrative support to the department, including managing schedules, deadlines, and documents.
- Manage confidential voting processes for selection of members to the Department's elected committees.
- Support new faculty and sessional instructors as required.
- Serve as a resource to departmental committees and provide administrative support as needed.
- Manage the document submission process for certification, program proposals, and surveys.
- Assist with the development of the teaching schedule and timetable.
- Prepare contracts for continuing faculty, temporary staff, sessional instructors, and adjuncts.
- Prepare agendas for department meetings and follow up on relevant business.
- Manage department resources and facilities, including space, equipment, and furnishing purchases and maintenance.
- Oversee administrative, financial, and resource support for the undergraduate and graduate programs.
- Establish procedures for maintenance of departmental records, course evaluations, and student advising.
- Serve as a resource within the department for the interpretation of university policies, faculty guidelines, and department practices.
- Serve as Health and Safety Coordinator and Fire Warden, liaising with the Faculty Health and Safety Coordinator and Safety Office as required.
- Undergraduate degree or equivalent combination of education and experience.
- 3-5 years' experience in an administrative position, with administrative experience in an academic environment preferred.
- 3 years' experience related to human resources management and supervision of staff, with demonstrated experience successfully coaching staff.
- Demonstrated experience working with budgets, including analysis, budgeting, and forecasting.
- Experience with management of facilities, space, and health and safety.
- Experience leading through change processes.
- Experience with conflict management, including interactions with individuals who may be experiencing mental health concerns.
- Well-developed organizational, analytical, customer service, and communication skills.
- Demonstrated discretion and respect for confidential information and processes.
- Strong interpersonal skills, with the ability to interact in a positive and supportive manner.
- Aptitude for attention to detail and accuracy.
- Proven capacity to multitask and handle a high volume of work.
- Advanced skill level using Microsoft Office and Excel.
- Intermediate skills level using PowerPoint.
- Other technical skills: Quest, OnBase, Infosilem, SharePoint, Outlook, WCMS, Workday, PowerBI.
- Familiarity with financial management systems such as Unit4, Concur, and Power BI reports.
- Familiarity with web management and social media tools, preferred.
- Thorough knowledge of university policies and procedures.
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