Administrative Officer

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**Job Requisition ID**:
2025-00526

**Time Type**:
Full time

**Employee Group**:
Staff

**Job Category**:
Administrative Support

**Employment Type**:
Permanent

**Department**:
Faculty of Engineering - Management Science and Engineering

**Hiring Range**:
$85,399.86 - $106,749.82

**Posting Information**:
**Primary Purpose**

The Administrative Officer is responsible for the strategic planning and implementation, human resources administration, financial oversight, and management of facilities, space, and equipment of an Academic Unit in Canada’s largest Engineering school. Ranked top 30 globally, the Faculty of Engineering offers undergraduate and graduate programs across eight academic units including several collaborative programs jointly offered by multiple units in and outside Engineering. The Faculty of Engineering has experienced significant growth in a resource-constrained environment. The complexity of operations, and breadth and scope of responsibilities in the Administrative Officer role requires strong leadership and innovative thinking to provide best-in-class service to students, faculty and staff.

The Faculty of Engineering has adopted a decentralized resource allocation model and expects all academic units to achieve and maintain financial sustainability, while delivering exceptional outcomes in areas of teaching and research. The Administrative Officer is tasked with reaching this strategic goal.

The Administrative Officer is a member of the unit’s executive committee and is accountable for managing relationships with external organizations and other administrative functions to support the teaching and research missions of the academic unit. The Administrative Officer is a senior administrative staff position and provides continuity as academic leadership changes.

The Faculty of Engineering has developed a set of key accountabilities for all Administrative Officer roles as documented herein.

**Key Accountabilities**

**Strategic Planning and support, including but not limited to**:

- Provides senior leadership with confidential and strategic advice, information, and data to support decision making
- Supports the development of long-term strategies and operational plans for the unit
- Monitors and reports on strategic and operational plans
- Co-ordinates the resources required to support strategic and operational plans, including space, financial, human resources, and information technology
- Oversees strategic communications, including overall responsibility for internal communication, overseeing web content and approval of external communications
- Supports the development and maintenance of strategic partnerships through the UW community and professional organizations

**Financial oversight, including but not limited to**:

- Oversees the development of the unit’s annual operating budget
- Ensures that funds are available to support the unit’s operations
- Reviews the unit’s financial position with senior leadership on a regular basis
- Ensures that all operating, trust, endowment, and research funds are soundly managed
- Develops and implements internal financial controls for operating, trust, endowment, and research funds, ensuring that University policies and procedures are followed
- Provides financial input into the unit’s strategic plan

**Administrative leadership, including but not limited to**:

- Ensures the effective and efficient operation of the unit’s various committees (e.g., advisory committee on appointments, tenure and promotion committee); serving as a resource to committees as required
- Has extensive knowledge of and oversees all administrative aspects of the academic programs offered by the unit; and jointly contributes to same for collaborative programs
- Regularly reviews the administrative staff structure to ensure that human resources are efficiently and effectively managed and services to students delivered effectively
- Coaches and mentors staff managers within the unit
- Supports and assists with the planning and execution of various special events, such as retreats, as necessary
- Manages the processes of professional accreditation and other academic reviews
- Serves as a resource within the unit for the interpretation of and ensuring adherence of University of Waterloo, Faculty of Engineering and unit policies, guidelines and practices

**Human Resources Administration, including but not limited to**:

- Assists senior leadership with the recruitment, evaluations, promotion, and retention of faculty
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