- Post Name: Administrative Assistant
- Company Name: University of Waterloo
- Industry: Private
- Employment type: Full Time
- Work Hours: 8 Hours
- Address: Waterloo, ON, Canada N2L 3G1
- Expected Salary: CAD 48860 To CAD 61075 Per Year
- Qualification: High School Diploma or GED
Jobs in Canada for Foreigners $61075, Accountable directly to the Director and the Administrative Officer of the School of Accounting and Finance and is responsible for ensuring the smooth operation and confidentiality of the Director’s Office with a focus on service excellence in support of the efforts of the School.
Supports the teaching, outreach, public relations, research activities, and goals of the School
- Organizes the Director’s schedule, screens visitors, books appointments, travel arrangements, and changes to detailed arrangements involving numerous others
- Liaises with faculty, staff, students, and external partners for the purpose of information dissemination
- Employs appropriate protocol with dignitaries and international guests by phone and in person
- Handles all visitors and callers to the office with professionalism
- Responds to queries and requests for information, requiring a thorough understanding of University policies and procedures
- Identifies and resolves problems either independently or in consultation with senior administrators
- Responsible for keeping the Director appraised of any priority matters that require his/ her immediate attention
- Handles complex situations as they arise with discretion and confidentiality
- Maintains utmost confidentiality concerning details of the Director’s discussions and correspondence
- Organizes agendas, minutes, and documentation, and provides briefing notes for the Director prior to meetings
- Maintains School files pertaining to the Director’s office and his/her activities, including the compilation and maintenance of statistical information, faculty files, etc.
- Drafts correspondence and prepares confidential documents for the Director’s signature as required
- Organizes School administrative and committee meetings create agendas as requested, and takes minutes as required
- Provides advice and guidance on policies and procedures, including those related to tenure, adjunct appointments, etc.
- Assists with writing tasks and research projects as necessary, and performs project work of a non-routine nature, as requested
Faculty Relations Administration
- Works closely with the Director and DACA members in the recruitment of new faculty hires
- Coordinates applications for new and vacant faculty positions, liaising with the Offices of the Vice President: Academic and Provost and Dean of Arts regarding advertising
- Prepares acknowledgment and rejection letters
- Schedules candidate visits and interview process, including meeting room bookings, notices, etc.
- Coordinates travel arrangements and accommodations for potential new faculty members
- Primary contact with recruiting candidates
- Assists the DACA members in the preparation of UARC documentation
- Maintains the School Faculty Position Application (FPAS) system
- Maintains confidentiality of candidate files
- Maintains a database of statistical data for the various DACA members
- Prepares pertinent paperwork for regular and sessional faculty appointments and administrative contracts
- Serves as liaison with UW’s immigration specialist on Labour Market Immigration Assessment (LMIA) for non-Canadian workers
- Prepares sessional teaching contracts, cross, and adjunct appointments
- Provides an orientation to new faculty members and ensures that all support services are arranged, and provides information on university and academic policies and procedures
- Monitors end dates of definite term and probationary term appointments and ensure renewals are processed in a timely manner
Tenure and Promotion
- Coordinates tenure and promotion proceedings in consultation with the Director
- Identifies candidates, and assists with establishing a School Tenure and Promotion Committee
- Provides assistance in the preparation of briefs and reviews for accuracy and completeness
- Coordinates letters from external referees
- Arranges meetings and coordinates the final submission to the Dean of Arts Office
- Coordinates merit proceedings in consultation with the Director.
- Establishes internal timelines for proceedings in conjunction with those set forth by the Dean of Arts Office
- Collects year-end reports from faculty members, compiles data related to research grants, publications, teaching, and service activities from same, prepares summary forms, and arranges Merit Committee meetings
- Prepares spreadsheets of final merit ratings for the Dean’s office and letters of evaluation for all faculty members in the School
- 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 Director and Dean of Arts Office for approval
- Calculates and verifies sabbatical leave entitlements
- Provides faculty members with information on policies, processes, and deadlines for overload, administrative appointments, other leaves, retirement or termination
- Reviews and ensures applications are complete prior to submitting to the Director, Dean of Arts Office, Provost, or Human Resources for approval
- Maintains confidential faculty files pertaining to tenure, promotion, merit, and discipline cases, and ensures files are secure
- Compiles data and maintains spreadsheets to monitor faculty administrative tasks, committee memberships, teaching records, course critiques, candidate lists, reviews, etc.
- Maintains confidential files for sessional teaching appointments, cross-appointments, adjunct appointments
- Provides statistics for annual reports, merit reviews, year-end reports, etc.
- Maintain contact lists and update information pertaining to all faculty and staff, departmental committees, sabbaticals, etc.
- Responsible for data integrity of faculty database
- Prepares reports on faculty complement as required
- Co-ordinates the dissemination and collection of student evaluation materials for teaching faculty
- Implement changes to established procedures and processes as directed by the School, the Faculty, or the University
- Identify and recommend process improvements
- Generate a variety of ad-hoc reports and data summaries for review
- Special project analysis, research, and other duties as assigned by the Director or Administrative Officer
- Some post-secondary education required and 3 years of administrative experience in a confidential/sensitive environment or an equivalent combination of education and experience
- Demonstrated experience working effectively in a fast-paced and sensitive work environment serving diverse clients
- Excellent oral and written communication skills
- Superior financial management skills
- Demonstrated sound judgment, tact, and discretion
- Willingness to meet the accepted standard of confidentiality
- Strong decision-making, creative thinking, organizational and interpersonal skills
- Exceptional client service skills acquired in a university setting or a multi-stakeholder environment
- Familiarity with equality/equity matters
Vaccination Requirement Statement:
Effective May 1, 2022, the University suspended its Vaccination Requirement. Prior to May 1, pursuant to this Requirement, all University employees were required to submit proof of full vaccination against COVID-19 (subject to the University’s obligations under the Human Rights Code to accommodate employees who were unable to receive a vaccination).
The University’s Vaccination Requirement website can be found here: https://uwaterloo.ca/coronavirus/return/vaccination-requirement.
The pandemic is ongoing and public health advice continues to evolve. Accordingly, the University reserves the absolute right to reinstate the Vaccination Requirement on short notice, and upon such reinstatement, you will be required to comply.
You shall also be required to comply with any new health and safety policies/requirements implemented by the University from time to time, including new policies/requirements related to mandatory employee vaccination.
As the University may need to reinstate the Requirement on short notice, it will continue to collect and maintain up-to-date information on employee vaccination status. Please submit your Covid-19 vaccine status (QR code) to: https://checkin.uwaterloo.ca/
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.
The requirement to be vaccinated, if reinstated, will be subject to the duty to accommodate pursuant to the Human Rights Code. If you are unable to be vaccinated for reasons related to a ground protected under the Human Rights Code, you may submit a written request for accommodation with an explanation of the reasons and/or any supporting documentation. If you request an accommodation, the University may follow up with you for further information if necessary.
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.
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+.