University of Waterloo Looking for Administrative Assistant to the Chair at Waterloo, ON Full Time

Responsibilities:

• 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. Reviews reports and documents prepared by the Chair and AO
• 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

• 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
• Independently communicates with external candidates in searches and other candidates for appointments
• Processes all part-time and definite-term appointments; including visitors, sessionals, adjunct, post-doctoral fellow, and research associate appointments determining space requirements, 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 and non-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. The incumbent assist in identify candidates, collects all package documentation, prepares files for committee, arranges all meetings, provides assistance in preparation of briefs, reviews it for accuracy and completeness
• Coordinates merit proceedings in consultation with the Chair. 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. The incumbent is responsible for preparing spreadsheets of final merit ratings, and preparing letters of evaluation for all faculty members in the Department
• Provides faculty members with information on sabbatical application deadlines; 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 coordinates logistics as required

• Prepares the agenda, meeting materials, and takes the minutes of the monthly department meetings, ensuring adherence to appropriate protocols, process guidelines and standards
• Plans and executes various special events for faculty and staff e.g. award dinners, department retreat, year-end party, retirement or promotion celebrations as required
• Independently prepares meeting agendas based on input and submission from multiple faculty and staff and presents drafts to the Chair
• Ensure technology systems logistics are prepared for meetings, including hybrid meetings, including creation of online polls for voting, and distribution of pertinent reports
• Keeps up-to-date records of the committee memberships and faculty service roles in an online database accessible to all department. Anticipates vacancies, oversees committee membership elections by accepting nominations and through the preparation and distribution of ballots (including e-surveys) and final tallying of votes with follow-up notices

• Organizes and maintain Department files, including confidential files, pertaining to the Department and the Chair’s office including faculty appointments and their activities
• Maintains data and prepares statistical analysis including graphical information for the Department for use in accreditations, annual reports, on websites, and departmental planning documents
• Manages and records research proposal cover sheets
• Screens visitors and makes appointments when requested
• Receives telephone and video calls for the department
• Supports the AO with the departmental space assignments including safety, end dates, furniture and supplies
• Provides back-up to Graduate and Undergraduate Coordinator(s) and other administrative staff during critical times

• Supervises the Department Assistant; including recruitment, monitoring job performance and work flow, providing coaching and mentoring, and delivering the annual performance review
• Provides functional supervision to the administrative staff in the absence of the Administrative Officer and has an understanding of the roles and responsibilities of the administrative team members

• Provides support to the Administrative Officer as required
• Identifies and recommends process improvements
• Manages special projects as assigned by the Administrative Officer and/or Chair. e.g Academic Cyclical Review, Health, Safety & Environmental Planning Committee
• Assists in the training and on-boarding of new staff with regard to department procedures, etc.
• Prepares an annual reconciliation of departmental space NASMs and presents to AO and Chair
• Tracks status for all full-time and part-time employees and graduate students within the Department for completion of all mandatory health & safety course requirements. Reports every term to AO and Chair
• Provides routine clerical support in the absence of the Department Secretary. Including, room bookings, mail distribution and imaging

• Coordinates the annual submission of professional expense reimbursement claims on behalf of faculty members in the Department. Incumbent must have knowledge of financial policies and procedures to ensure reimbursements are properly processed
• Reconciles expense accounts monthly and advises the Administrative Officer of discrepancies
• Assists the Administrative Officer with year-end financial activities including allocations and carryforward of funds
• Holds the Department Purchasing Card and makes purchases as needed including gifts
• Tracks the expenses related to day-to-day operations and supplies and reports monthly to AO and Chair
• Coordinates with communication officer and AO on the maintenance of the department procedures and policy manual
• All other duties as assigned by the Chair and/or Administrative Officer. Assist the Administrative Officer as required and, in their absence, provides supervision of administrative staff

Qualifications:

• Post-secondary education in a relevant field or equivalent education and experience
• Extensive administrative experience in an academic environment
• Experience supporting the needs of a senior management team
• Proficient in Microsoft Office, online meeting software, email and outlook
• Exceptional verbal and written communication skills
• Calendar and Scheduling skills
• Excellent customer service skills
• Intermediate experience with SharePoint and/or electronic file management systems
• Database experience an asset
• Aptitude for attention to detail and accuracy
• Knowledge of University policies and procedures

Equity Statement: