Administrative Assistant
2 days ago
Canada
Waterloo International
Full-time
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Administrative Assistant to the ChairApply: Waterloo, Ontario, Canada: Full time: Posted Today: 2026-02904At 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. The University is a welcoming workplace for those of all abilities, interests, and expertise. Learn more about our recruitment process.Job Requisition ID:2026-02904Time Type:Full timeEmployee Group:StaffJob Category:Administrative SupportEmployment Type:PermanentDepartment:Faculty of Engineering
- Systems Design Engineering
- AdministrationHiring Range:$61,954.88
- $77,443.60Posting Information:This posting is for an existing vacancy.
Job Description
**Primary Purpose The Administrative Assistant to the Chair provides executive level support to the Chair and is responsible for ensuring the smooth operation and confidentiality of the Chair’s office. In addition, the incumbent assists the Administrative Officer and manages the departmental main office including supervision of the Department Assistant. Key Accountabilities Executive Administrative Support
* Provides comprehensive assistance to the Department Chair to meet goals of the Department
* Manages the Chair’s schedule and coordinates often unexpected changes to detailed arrangements
* Keeps the Chair apprised of priorities or urgent matters requiring immediate attention and in the absence of the Chair, responds as appropriate
* Handles difficult situations with discretion and maintains confidentiality including details of the Chair’s discussions and correspondence
* Organizes agendas, support materials, and creates briefing notes for the Chair prior to meetings
* Drafts correspondence and administrative reports, including external reports, on the behalf of the Chair. Provides administrative support for the faculty research and teaching duties of the Chair to facilitate best time management of the Chair.
* Host visitors and provide tours as needed Faculty Relations Administration
* Supports the department in the recruitment, appointment, evaluation, promotion and retention of faculty
* Coordinates all tasks involved in the hiring of new faculty as outline in UW Policy 76: Faculty Appointments, including but not limited to advertising, scheduling of meetings, preparing acknowledgments, arranging candidate visits, communications with candidates, reimbursements all in closely working with the Department Advisory Committees on Appointments (DACA)
* The incumbent prepares final hiring packages for the University Appointments Review Committee (UARC), liaising with the Offices of the Vice President, Academic and Provost, and Dean of Engineering Office
* Arranges travel and reimbursement for candidates
* Prepares and arranges schedules for faculty interviews
* Prepares cross appointments and adjunct professor appointments.
* Processes definite-term appointments for adjuncts confirming academic qualifications and identifying any immigration requirements. Continues to monitor all appointments on a regular basis for end dates and probationary term appointments to ensure renewals are process in a timely manner
* Liaises with the university Immigration Specialist regarding immigration requirements for all faculty academic appointments
* Provides an orientation to new faculty members and ensures that all support services are arranged
* Prepares all departmental administrative appointments related to Associate Chairs and program Directors
* Coordinates tenure and promotion proceedings as outlined in UW Policy 77
- Tenure and Promotion of Faculty Members. Is responsible for establishing Departmental timelines for proceedings in conjunction with those set forth by the Dean of Engineering Office. Specific duties include collecting year-end reports from faculty members, compiling data related to research grants, publications, teaching and service activities from same, preparing summary forms, and arranging meetings. reviews and ensures Request for Leave of Absence applications are complete prior to submitting to the Chair and Dean of Engineering Office for approval
* Provides advice, guidance and interpretation of policies and procedures related to tenure, adjunct appointments, overload, administrative appointments, leaves, retirement, etc.
* Maintains confidential faculty files pertaining to tenure, promotion, merit and discipline cases in accordance with UW Policy and the Memorandum of Agreement
* Tracks faculty administrative tasks, committee membership, etc.
* Keeps the Department informed of University matters and deadlines; ensures that there is a sharing of information within and outside the Department
* Maintains current membership of various committees, assists the Chair with recruitment of, and ensures voting procedures are followed. Ensures the effective and efficient operation of the department’s various committees (DACA, DTPC) and coo
- Systems Design Engineering
- AdministrationHiring Range:$61,954.88
- $77,443.60Posting Information:This posting is for an existing vacancy.
Job Description
**Primary Purpose The Administrative Assistant to the Chair provides executive level support to the Chair and is responsible for ensuring the smooth operation and confidentiality of the Chair’s office. In addition, the incumbent assists the Administrative Officer and manages the departmental main office including supervision of the Department Assistant. Key Accountabilities Executive Administrative Support
* Provides comprehensive assistance to the Department Chair to meet goals of the Department
* Manages the Chair’s schedule and coordinates often unexpected changes to detailed arrangements
* Keeps the Chair apprised of priorities or urgent matters requiring immediate attention and in the absence of the Chair, responds as appropriate
* Handles difficult situations with discretion and maintains confidentiality including details of the Chair’s discussions and correspondence
* Organizes agendas, support materials, and creates briefing notes for the Chair prior to meetings
* Drafts correspondence and administrative reports, including external reports, on the behalf of the Chair. Provides administrative support for the faculty research and teaching duties of the Chair to facilitate best time management of the Chair.
* Host visitors and provide tours as needed Faculty Relations Administration
* Supports the department in the recruitment, appointment, evaluation, promotion and retention of faculty
* Coordinates all tasks involved in the hiring of new faculty as outline in UW Policy 76: Faculty Appointments, including but not limited to advertising, scheduling of meetings, preparing acknowledgments, arranging candidate visits, communications with candidates, reimbursements all in closely working with the Department Advisory Committees on Appointments (DACA)
* The incumbent prepares final hiring packages for the University Appointments Review Committee (UARC), liaising with the Offices of the Vice President, Academic and Provost, and Dean of Engineering Office
* Arranges travel and reimbursement for candidates
* Prepares and arranges schedules for faculty interviews
* Prepares cross appointments and adjunct professor appointments.
* Processes definite-term appointments for adjuncts confirming academic qualifications and identifying any immigration requirements. Continues to monitor all appointments on a regular basis for end dates and probationary term appointments to ensure renewals are process in a timely manner
* Liaises with the university Immigration Specialist regarding immigration requirements for all faculty academic appointments
* Provides an orientation to new faculty members and ensures that all support services are arranged
* Prepares all departmental administrative appointments related to Associate Chairs and program Directors
* Coordinates tenure and promotion proceedings as outlined in UW Policy 77
- Tenure and Promotion of Faculty Members. Is responsible for establishing Departmental timelines for proceedings in conjunction with those set forth by the Dean of Engineering Office. Specific duties include collecting year-end reports from faculty members, compiling data related to research grants, publications, teaching and service activities from same, preparing summary forms, and arranging meetings. reviews and ensures Request for Leave of Absence applications are complete prior to submitting to the Chair and Dean of Engineering Office for approval
* Provides advice, guidance and interpretation of policies and procedures related to tenure, adjunct appointments, overload, administrative appointments, leaves, retirement, etc.
* Maintains confidential faculty files pertaining to tenure, promotion, merit and discipline cases in accordance with UW Policy and the Memorandum of Agreement
* Tracks faculty administrative tasks, committee membership, etc.
* Keeps the Department informed of University matters and deadlines; ensures that there is a sharing of information within and outside the Department
* Maintains current membership of various committees, assists the Chair with recruitment of, and ensures voting procedures are followed. Ensures the effective and efficient operation of the department’s various committees (DACA, DTPC) and coo