Administrative Assistant Job in Kitchener Recruiting by University of Waterloo

Term: 2 years The primary functions of this position are to: (1) provide customer service and administrative support for the general operation of the School of Pharmacy; (2) support our PharmD students through day-to-day management of the Pharmacy Library Resource Centre and by providing administrative assistance to the Undergraduate Affairs team; (3) support the Administrative & Operations Coordinator in managing parking and building maintenance; (4) assist in special event planning and execution; (5) provide back up support for the Administrative Officer. The Administrative Assistant reports to the Administrative Officer.

Administrative (under the direction of the Administrative Officer): + Provides effective customer service and handles general inquiries from external visitors, faculty and staff, undergraduate and graduate students + Answers all general telephone and e-mail inquiries, ensuring follow-up in a timely manner + Monitors Lobby TV screen + Works with the School’s contracted security service, providing front-desk backup, deliveries (mail, courier, perishables), taxi service, and booking/monitoring of student space + Responsible for all room bookings for undergraduate and graduate courses, seminars, exams (including finding appropriate rooms for special accommodation exams), events; undergraduate student spaces (fishbowls) + Manages the Pharmacy Calendar + Provides logistical and administrative support for onboarding and new hire processes, as directed + Coordinates the School’s e-waste removal and confidential shredding + Monitors the School’s copy machines ensuring all are in working order, have adequate paper and toner supplies, and makes service calls, as required + Responsible for updating the directory for faculty, staff, graduate students and ‘others’, as directed + Maintains emergency contact information for research labs and the Executive Committee + Responsible for ordering supplies and maintaining a supply inventory for commonly used items for administrative and teaching purposes + Responsible for courier services and the UW web-based shipping system (AgileElite) for administrative and teaching purposes + Responsible for incoming and outgoing daily mail distribution and maintaining the 3rd floor mail room + Responsible for the notification to researchers of perishable orders received by the School + Supports School-wide events (e.g.

, OSCE, research seminars, and other meetings and special events) by managing logistics including lunch/refreshment ordering/invoicing and set up + Monitors stock and manages logistics/supplies of Menstrual Equity program + Inspects and stocks first aid kits on a regular schedule and maintains first aid stations and the JHSC notice board + Responsible for general upkeep of School common areas, supply and storage rooms and the loading dock + Coordinates orders, surplus items, and storage with Central Stores + Acts as main contact for WUSA café including deliveries, basic upkeep and feedback on space/inventory + Manages locker assignments and de-assignments for approximately 480 students + Provides backup support for Administrative Officer during vacations and absences + Other duties as assigned Parking and Building (under the direction of the Administrative & Operations Coordinator) + Responsible for all aspects of School parking (Lot 3 Faculty & Staff and the pay-per-entry Visitor Lot), including: + answers parking-related questions and ensures parking instructions are kept up-to-date and accurate + sells scratch tags for Parking Lot 3 and tokens for the Visitor Lot + distributes complimentary scratch tags for Lot 3 and complimentary tokens for the Visitor Lot, as directed + collects funds generated from parking tag/token sales and complies for deposit + maintains parking tracking spreadsheet, including monthly reconciliation + liases with UW Parking Services and the City of Kitchener regarding special parking considerations + assists the Alumni Advancement & Engagement Coordinator in parking arrangements for special events + Monitors condition of building including classrooms, washrooms, meeting rooms etc. for ongoing maintenance + Manages office signage, as directed + Makes referrals to Plant Operations Maintenance Emergency, as required and follows up as appropriate + Initiates work orders (billable and non-billable) using ARCHIBUS system; submits emergency maintenance requests to the 24-hour telephone/email system + Coordinates work requests with Plant Operations for routine building maintenance issues.

+ Other duties as assigned Undergraduate Affairs (under the direction of the Academic Advisor, U/G Affairs Coordinator) + Triages and responds to prospective applicant email inquiries + Tracks recruitment and admission data including email trends and recruitment leads + Supports website maintenance and is WCMS back-up content editor + Manages student services hotel space (PHR 5009; currently, Counselling Services, Statistical Consulting, Writing Centre); includes room booking and scheduling, poster creation + Assists in the preparation and execution of the School’s supplemental support program activities + Typical tasks may include: event marketing, tracking registration, order materials/catering, booking speakers, organizing volunteers; event day deliverables; gathering data/feedback; creating marketing materials: + Orientation + Wellness Weeks + Mental Health Initiatives (e.g.

, THRIVE) + Academic and Study Skills Workshops Typical + Assists with administrative tasks associated with the admissions and recruitment portfolios + Supports specialized projects and event management Pharmacy Library Resource Center (under the direction of the Administrative Officer) + Responsible for the day-to-day operations of the Library Resource Centre including: + hold requests + signing-out books and processing book returns using circulation software + re-shelving books and maintaining a spreadsheet of books re-shelved + comparing book purchases spreadsheet (provided by the Pharmacy Liaison Librarian) to the physical collection and Primo + assisting the Pharmacy Liaison Librarian with collection weeding tasks + adding new inserts to print resources + sending books for repair/new spine labels, + setting up appointments with alumni/community members to use the Library, + notifying Liaison Librarian when books are requested that we don’t have in the collection + collection inventory + Attends the Annual Meeting on Circulation Services by main campus Library staff + Using spreadsheets provided by Pharmacy staff, provides Library access for Preceptors, Residents, RCCs, Assessors, External TAs, Adjuncts, and Sessionals; this includes adding and deleting accounts + Oversees the Library Resource Center physical space + Some post-secondary courses or certificate, diploma, degree; equivalent experience will be considered + First aid certification; or willingness to become certified and identified as a School First Aider + 1-3 years of customer service and administrative experience + Experience managing calendars + Experience with Microsoft Suite of products + Experience with Video editing software and/or Qualtrics is an asset + Experience with event planning + Excellent customer service skills; responsive with a service-oriented attitude using judgement and tact + Ability to take initiative and problem-solve + Exceptional verbal and written communication skills + Knowledge of Microsoft suite of products (Word, Outlook, Excel, PowerPoint) + Attention to detail and accuracy + Ability to effectively manage competing priorities from multiple stakeholders 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+. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

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 hrhelp@uwaterloo.

ca  or 519-888-4567, ext. 45935.

iCIMS Requisition ID: 2022-9561 Employment Type: Temporary Salary Range: $44,373 - $55,467 External Company URL: https://uwaterloo.ca/ Street: 10 Victoria Street South