Administrative Assistant, Ibet

Overview:
**Term: 2 years**

The Administrative Assistant, Outreach provides administrative and financial support in carrying out activities for the Indigenous and Black Engineering and Technology (IBET) PhD project and supporting Equity, Diversity, and Inclusivity (EDI) activities in the faculty of Engineering. The Assistant’s role is to support the Associate Dean and Director of the IBET PhD Program in handling a wide variety of activities at a high level of performance. While the Assistant reports to the Associate Dean, much direction and feedback will come through consultation or collaboration with a variety of individuals, both within the Engineering Outreach Department and outside of it. Workload will often overlap, at times from different sources. It will be the responsibility of the Assistant to manage their time and priorities to ensure internal and external deadlines are met and that the Associate Dean is informed of the status of ongoing activities and projects.

**This position is contingent on funding.**

**Responsibilities**:
IBET PhD Program Administrative Support (50%)
- Provide administrative support to the IBET PhD Program
- Schedule meetings, circulate meeting materials, keep minutes, and help to implement decisions
- Organize events, book space/meeting links, and attend to logistics
- Maintain financial records
- Liaise with IBET program links at other Canadian Universities
- Monitor and manage mentor-mentee relationship
- Coordinate contact with the IBET PhD Project Director, providing information to internal and external parties, redirecting inquiries or scheduling appointments
- Maintain electronic and/or hard copy filing system
- Prepare and review reports
- Other duties as assigned

EDI Initiatives Administrative Support (50%)
- Help plan and implement creative ideas to raise the profile of the existing committees (such as Women in Engineering) and support new equity-seeking groups
- Coordinate contact with the Associate Dean, providing information to internal and external parties, redirecting inquiries or scheduling appointments
- Liaise and maintain relationships with partner groups on and off campus
- Welcome and support visitors to campus
- Support the Elder-in-Residence with tasks such as room bookings and expense reporting
- Maintain budgetary estimates for existing and new projects
- Other duties as assigned

Qualifications:

- Post Secondary Diploma or Degree, ideally from Engineering or a related field
- 2+ years administrative experience in an academic environment is preferred
- Experience interpreting university policies and procedures is as asset
- Experience making independent decisions and handling confidential information with mínimal supervision is essential
- Administrative experience in a complex, dynamic and fast-paced environment necessary with ability to manage multiple priorities concurrently and accurately
- Extensive MS Office knowledge (Word, Excel, PowerPoint)
- Passionate about issues surrounding Equity, Diversity and Inclusion
- Must be a strong communicator (oral and written)
- An ability to think critically, assessing unexpected, non-routine situations and forming a course of action
- An ability to handle multiple tasks and shifting priorities to meet non-negotiable deadlines
- Possess strong planning and organization skills with exceptional attention to detail
- Must be a problem solver with a friendly, professional, customer service oriented personality
- Ability to conduct themselves with a high degree of diplomacy and tact

Vaccination Requirement Statement:
Failure to comply with the Vaccination Requirement if it is reinstated, including failure to comply with any future amendments to the Vaccination Requirement, or failure to comply with new health and safety policies/requirements implemented by the University, including those related to new mandatory employee vaccination, shall result in discipline up to and including termination of employment.

Equity Statement:
The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. The University of Waterloo is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.