Energy Materials – Administrative Assistant

  • Company:
    University of Waterloo
  • Location:
  • Salary:
    negotiable / monthly
  • Job type:
    Full-Time
  • Posted:
    16 hours ago
  • Category:
    Admin / Office

Term: 1 yearProvides administrative support on a wide variety of tasks, including office and calendar organization, travel planning and expense reconciliation, visitor administration and support, reporting to funding organizations, and dissemination of proposal and collaboration materials.This role is contingent on funding. This position is 17.5 hours per week.Administration and ManagementPlanning, Scheduling, Reimbursement of TravelMaintains the schedule of the Chairholder, including commitments to travel, proposal deadlines, student committees, etc.Review travel needs and make travel arrangements for the Chairholder, including airline bookings, hotel reservations, conference registration, etc.Prepares and reviews reimbursement claims, travel expenses, appropriate documentation and authorization in keeping with UW policies and proceduresVisitor Administration and SupportMakes arrangements for visitors (scientists, students, funding sponsors, etc.) within the defined UW policies for each type of visitor.Responds to inquires related to international visitor issues and consults relevant offices on campus regarding their status, including the International Office, Graduate Studies and Postdoctoral Affairs, Dean of Science Office, etcMonitors commitments made to visitors, and ensures all necessary paperwork is prepared in advance, in accord with UW and immigration policies.Maintains all documentation to support audit and reporting requirementsMaintains confidentiality of personal informationReporting and Communication SupportSupports administrative tasks related to the preparation of collaborative funding proposals, scholarly article submission and funding reportsOffice Operations & Space SupportProvides direct support to the Chairholder in office operations, including travel planning and expense claims, visitor reception, communications, email, room booking needs, and office supplyProfessional ServiceResponds quickly and serves as a point of contact to internal stakeholders (Departments, Faculties, Office of Research, Graduate Studies and Postdoctoral Affairs, Finance, UW Senior Administration)Liaises and supports Chair-related tasks with external stakeholders (Visitors, Partners, Government, Industry, Service Providers, etc.)Assists with special projects and other duties as assignedBachelor’s degree, familiarity with the needs of a scientific operation desiredMinimum of 2 years of working in an administrative support and reporting roleKnowledge of university working environment and systems, or similar large, complex, multidepartmental organizationAnalytical skills, interpersonal, organization and communications skills requiredA certain amount of autonomy is required to monitor travel, visitor and other activities and take initiative to recommend improvements and changesFlexibility is important to work at events after hours and assume tasks that arise as a course of business