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Administrative Coordinator
2 weeks ago
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**
2025-00510
**Time Type**
Full time
**Employee Group**
Staff
**Job Category**
Administrative Support
**Employment Type**
Permanent
**Department**
Faculty of Engineering - Conrad School of Entrepreneurship and Business - Administration
**Hiring Range**
$55,062.53 - $68,828.17
**Posting Information**
**Primary Purpose**
Reporting to the Administrative Officer, the Administrative Coordinator is responsible for overseeing and ensuring the efficient operation of day-to-day office procedures and the effective logístical support of Conrad School initiatives. This involves coordinating key elements of customer service, maintaining efficient office procedures and logistics, contributing to research and projects and financial control. This individual will take daily functional direction from the Academic Programs Administrator/Advisor in support of the Conrad School’s graduate admission processes and will be required to take on leadership and ultimate responsibility for strategic assignments from the Director and Administrative Officer. The success of this role is critical for the achievement of institutional academic and entrepreneurship goals.
**Key Accountabilities**
**Administrative coordination for the Conrad School team**
- Oversee and manage day-to-day office procedures, including but not limited to maintenance and repairs within departmental space, safety inspections, key control, courier shipments, mail, scanning, photocopying, and the circulation of documents for signature.
- Responsible for effective inventory control and ordering of office and kitchen supplies, using the UW Purchasing Card.
- Offer guidance and confidential administrative support to the Director to meet the teaching, outreach and research goals and objectives of the School.
- Maintain positive working relationships with on
- and off-campus suppliers to ensure that quality, budget, and delivery objectives are met.
- Coordinate conference room bookings, including technical support and maintenance.
- Maintain strict confidentiality with respect to assigned tasks and projects, employing a high degree of discretion, tact, and judgement.
- Manage travel arrangements for the Conrad School faculty, staff and students, as required.
- Contribute to the development and implementation of special projects and events, ensuring their logístical success.
- Attend meetings and prepare accurate minutes for a variety of groups, including but not limited to Conrad Council and other working groups/committees.
- Maintain internal and external contact lists
- Research and recommend enhanced office procedures and remain current with respect to best practices.
- Organize, update and resolve conflicts in the Director’s schedule if they require this assistance.
**Financial control**
- Reconcile operating accounts monthly for review and approval by the Administrative Officer.
- Conduct monthly reconciliation of Purchase Card expenses in accordance with UW policies and procedures.
- Review staff/faculty/student reimbursement claims, travel advances, etc. for reasonableness, appropriate documentation, authorization, and expense categorization in keeping with UW policies and procedures.
- Review vendor invoices and validate goods received or services delivered before processing.
- Verify that Purchase Card and Concur transactions comply with university policies and procedures, and other governing regulations e.g. Broader Public Sector Expenses and Procurement Directives.
**Customer service for all Conrad School stakeholders**
- Provide a warm and welcoming greeting for all students, faculty, staff, external visitors, and international delegations who contact the Conrad School in person, by telephone, or electronically.
- Manage effective stakeholder relationships and ensure they receive prompt, expectation-exceeding service and accurate information.
- Balance deadlines and responsibilities while accommodating multiple interruptions to deal with a wide range of questions and issues as they arise.
- Support the academic undergraduate and graduate program administrative needs including research, printing, copying, document formatting and distribution, catering, and event planning.
- Support outreach activities by coordinating logistics related to visiting international delegations and other guests, including parking; hospitality reservations, catering, and food; gifts; transportation; and special requests.
- Represent the university and the Conrad School in a mature, credible, perso
