Administrative Assistant

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Job Requisition ID:

Time Type:

Part time

Employee Group:

Staff

Job Category:

Administrative Support

Employment Type:

Temporary

Department:

Faculty of Arts - Psychology - Hart Lab Projects

Hiring Range:

$46, $57,518.20

Posting Information:

This role is being offered as a temporary contract

Term - 1 year

Salary will be prorated based on part time hours

Job Description:

Primary Purpose

The Administrative Assistant is responsible for the efficient daily operations of the Hart Lab. The Administrative Assistant provides support, oversight and guidance for all administrative systems and processes to enhance efficiency. The Administrative Assistant also provides help with finance and budget-related tasks as well as taking care of the needs of the physical lab space.

Key Accountabilities

Office Administration

· Manages and maintains the needs of the physical lab space (i.e. ordering supplies, enlisting services on campus when needed such as IST and Plant Operations)

· Maintains, updates and distributes the Lab Manual to lab members and guests of the Hart Lab

· Assists Project Manager with general administration across different projects

· Manages general inbox for the Hart Lab, responds to inquiries and corresponds with stakeholders

· Assists leadership in submitting reimbursement claims through Concur

· Helps organize travel for Principal Investigator

· Help to organize travel for visitors of the Hart Lab

· Initiates, executes and maintains processes for streamlining workflow across all administrative operations (i.e. tracking sheets, file maintenance, organizing systems etc.)

· Assists project manager in day-to-day budgeting activities such as purchase reconciliation, accounts payable payments and paying vendors and contracted services where appropriate

Scheduling Support

· Providing scheduling support to Principal Investigator when needed

· Managing the lab calendar (events, meetings)

· Scheduling committee meetings for the Scientific Advisory Board, Stakeholder Committee, Steering Committee and any other meeting needs of the lab/Principal Investigator

Lab Personnel Support

• Ensuring lab members are equipped with the appropriate onboarding trainings, and monitoring/keeping track of progress

· Acting as the first point of contact for lab members when they need supplies ordered

· Assisting in accessing on-campus resources when needed

Social media and Website maintenance

· Provides minimal edits and updates on the website as needed

· Assists in social media maintenance and posting as needed

· Ensures the presence of the Hart Lab is accurate and up to date

Required Qualifications

Education

• Bachelor's degree or College diploma in relevant field preferred (or equivalent)

Experience

· 2+ years of administrative experience

• Experience working in an academic institution is preferred.

Knowledge/Skills/Abilities

· Excellent ability to self-manage and take initiative with new tasks

· Excellent ability to identify what tasks can improve workflow and process improvement

· Intermediate to advanced level of experience using the following tools:

o Microsoft Suite

o Adobe

o Social media platforms (i.e. Instagram, LinkedIn)

o Experience with University of Waterloo specific programs is a major asset

• Excellent verbal and written communication skills

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is coordinated within the Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

Positions are open to qualified candidates who are legally entitled to work in Canada.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at or , ext