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Administrative Officer

2 weeks ago

Kitchener, Canada University of Waterloo Full time

At the University of Waterloo, we create and promote a culture where everyone can reach their full potential. As an employee, you get support & opportunities that empower you to advance your career. Explore how we can bring big ideas to life, together. The University is a welcoming workplace for those of all abilities, interests, and expertise. As part of our workforce, you can do what you do best, every day.

Learn more about our recruitment process.

**Job Requisition ID**:
2026-00064

**Time Type**:
Full time

**Employee Group**:
Staff

**Job Category**:
Administrative Support

**Employment Type**:
Temporary

**Department**:
Faculty of Science - School of Pharmacy

**Hiring Range**:
$101,366.87 - $126,708.58

**Posting Information**:
This posting is for an existing vacancy.

The internal posting deadline for this position is _Thursday, January 29th at 11:59PM. _

**Term**:5 months
This position is being offered as a Secondment or contract opportunity.

**Primary Purpose**

The Administrative Officer (AO) is the senior administrative staff member responsible for providing leadership and oversight of the School of Pharmacy’s administrative, financial, human resources, facilities, and operational functions. As a key advisor and member of the unit’s leadership team, the AO supports strategic planning, policy development, and implementation of initiatives that advance the unit’s goals. The AO ensures effective, efficient, and sustainable operations, providing continuity through changes in academic leadership.

**Key Accountabilities**

**Strategic Planning and Support**
- Active development and support of academic programs, experiential learning, industry partnerships and community/corporate relationships.
- Develops business and experiential plans, including revenue opportunities, non-academic programming, corporate partnering, special events, organizational processes, and human resources.
- Develops and fosters ongoing relationships with internal and external stakeholders.
- Provides the Director/Chair and Associate Directors with confidential and strategic advice, information, and data to support decision making.
- Supports the development of long-term strategies and operational plans for the School.
- Manages related research units, centres, and off campus programs including oversight of facilities, utilization, marketing, financial management and performance.
- Serves on the School’s Executive Committee, School Council, Strategic Planning Committee and other ad hoc committees as required.

**Human Resource Management**
- Oversees and reviews the administrative structure to ensure that human resources are efficiently and effectively managed; ensuring that the staffing complement and roles match strategic needs, including prioritization of tasks and workforce planning; and planning for future growth and succession planning.
- Leads the recruitment, evaluation, termination, promotion and retention activities, serving as a mentor, coach, and guide to staff (permanent, temporary and casual) to ensure the successful and collaborative execution of responsibilities.
- Advises the Chair/Director on the hiring and evaluation procedures for faculty and non-faculty appointments.
- Serves as key liaison with the Faculty Executive Officer and Human Resources on all human resource matters.
- Ensures strong internal communications of administrative matters and changes.

Financial Oversight, including but not limited to:

- Oversees the development of the school’s annual operating budget.
- Provides financial input to the School’s strategic plan.
- Ensures that funds are available to support the School’s strategic priorities.
- Provides high-level direction to the Financial Officer, ensuring that all operating, trust, endowment and research accounts are soundly managed including internal controls and monthly reconciliation of accounts.
- Oversees asset management.
- Liaises with the Office of Research for School activities, monitors expenditures and commitments on faculty research grants and projects under the framework of Research Financial Compliance

**Facilities Oversight**
- Manages space allocation for faculty, staff and students.
- Manages and coordinates building maintenance, building projects, renovations and new construction projects.
- Authorizes the purchase and allocation of equipment and furnishings ensuring that staff have the resources required to work efficiently and effectively.
- Oversees building access and key distribution.
- Oversees emergency operations and procedures and building security.
- Approves all events using School facilities.

**Operational Oversight & Special Projects**
- Develops and oversees work processes that best support the operations.
- Ensures adequate supply and quality of technology; upgrades to new/emerging technology for availability of leading-edge capability; ongoing maintenance of the technology.
- Oversees the health, safety and wellness of the School; leading and partic