Research & Administrative Assistant

Research & Administrative Assistant (Reconciliation, Equity, Diversity & Inclusion)

**Job Number**:2003

**Job Type**: Full-Time
**Temp Contract Length**:
**Location**: 150 Frederick St - Regional Admin Headquarters
**Job Category**: Administration
**Number of Positions**:1
**Department**: Reconciliation, Equity, Diversity and Inclusion
**Division**: CAO Division
**Hours of Work**: 35
**Union**: Management/Management Support
**Grade**: Management/Management Support Grade 01
**Salary Range**: $57,876.00 - $72,363.20 per year**About Us**

The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Home to over 674,000 residents and expected to grow to nearly one million by 2051. Guided by our 2023-2027 Strategic Plan, “Growing with Care,” we focus on equity, inclusion, and sustainability. Our mission is to provide essential services that enhance the quality of life for all residents, while our core values emphasize caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community.

Dish with One Spoon Wampum:
- Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:
- Recognizing our shared humanity and land
- Taking only what we need
- Leaving some for others
- Keeping the dish clean
- This agreement underpins our vision, mission, and core values, and reinforces our dedication to meaningful reconciliation and equity.**The Role**
- Provides administrative, reception, and finance support to the Director of Equity, Diversity & Inclusion, the Director of Truth & Reconciliation, and program staff. Supports program initiatives and activities, including liaising with community partners and stakeholders, developing program materials, and coordinating with the CAO and Chair’s Office.

**Duties/Responsibilities**
- Manages the Directors’ electronic calendars and daily schedules, with full access to prioritize and flag issues of high importance. Ensures coordination of activities and prepares/consolidates materials, including those of a sensitive and confidential nature, in advance of meetings and events.
- Provides administrative support, including meeting agendas, minutes, and follow-ups; typing and data entry; training registration; scheduling; room bookings; photocopying; faxing; processing mail and courier packages; tabulating data; filing and file transfers; drafting reports; and maintaining bring-forward systems.
- Assists with projects, programs, and initiatives. Researches and compiles information; creates content (e.g., social media/communications, presentations, resources); reviews content prepared by others (as part of peer review/best practice); and assists with public events and meetings. Organizes and files documents and materials.
- Maintains/monitors tracking systems to ensure stakeholders, including the CAOs Office and Regional Chair’s Office, have up-to-date information on key communications, briefing notes, and events. Follows up with staff for updates, supporting a coordinated process.
- Maintains lists of community partners and stakeholders.
- Provides finance-related support, including processing and issuing payments and receipts; reconciling invoices; preparing and forwarding cheque requisitions. Follows up with community members/leaders regarding services and financial submissions; and coordinates with accounts payable for payment.
- Monitors, orders, and stocks office supplies. Acts as a resource to staff related to office equipment and administrative processes.
- Receives direction, guidance, and assignments from management and other staff. Exchanges information with program and other regional staff. Liaises with HR to coordinate functions, including new employee onboarding and orientation.
- Backs up some of the duties of the Communications & Community Relations Specialist (REDI) as required.
- Performs related duties as required.

**Additional Duties/Responsibilities**

**Knowledge, Skills, and Abilities**
- Knowledge and skills normally acquired through some post-secondary courses in a related field (e.g., public administration, business administration, communications), plus related experience.
- Knowledge of office and administrative procedures, budgeting and financial administration, word processing, and organizational and research skills.
- Understanding and experience advancing Reconciliation, EDI, Anti-Racism, and Anti-Oppression.
- Knowledge of the Region, its strategic direction and services, organizational structure, regulations, and departmental programs/responsibilities.
- Knowledge of municipal operations and government structure (Council, Standing Committees, Advisory Committees) and policies, procedures, and protocols.

Knowledge of and ability to comply with policies, procedures, and related legislation (e.g., privacy).
- Proven political acumen. Ability to demonstrate judgement, confidentiali