Administrative Assistant

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

The Administrative Assistant provides front line service and is responsible for wide-ranging administrative support in the School as well as to the Director. This position will also work closely with the Undergraduate and Graduate Program Coordinators to provide academic administrative support and assist with student and School events.AdministrationAs first point of contact, responds promptly and professionally to in-person, email and telephone inquiries; direct inquiries to appropriate people/departmentsMaintains up to date listing of contacts and term contact lists for ArchitectureReports and tracks all building maintenance issues to Plant Operations and arranges for building repairs and maintenance as necessaryLiaises with the Security site supervisor and keeps them informed of events and School closures etcPurchases and maintains office supply inventory using department purchasing card; responsible for allocating the expenses at the end of the monthly financial cycleDistributes daily mail to faculty, staff and students and prepares shipping documents as requiredCollects honorarium information for guest reviewers and support Financial Officer with inputting into WorkdayCompletes key permit forms and maintain records of key permits issuedReviews monthly Taxi logs, reporting any anomalies and required follow up before submitting to Police ServicesProcures School parking passes each term and maintain sign-out recordsResponsible for departmental petty cash and expenses meet with compliance policiesSupports the Joint Health and Safety Committee by scheduling meetings and minute-takingSupports the Administrative Officer and Financial Officer on administrative projects and financial tasks as requiredEvent supportWorks with teaching Faculty to plan and book academic student field trips, book all venues, accommodations and transportation, assembles invoices and provides to Financial Officer for payment and coordinates with FO to set field trip fees for set up in e-commerce siteMaintains databases and assist with external mailings for annual Lecture Series, distributes posters and work with faculty members on lecture series – booking guests rooms, meals and transportationAssists the Undergraduate Program Coordinator with Undergraduate events including admissions week, Open Houses, OUF, You at Waterloo Day, Paths to Practice and co-op related eventsSupports the Graduate Program and Research Coordinator with graduate recruitment initiatives, thesis review days and student symposiumsSupports all School events such as Convocation, Awards Banquet, Orientation day tasks include booking space, ordering catering, communicating events to Architecture community etcAssists the Advancement Manager as required with Alumni outreach and School eventsAdministrative support for the DirectorProvides administrative support to the Director, on annual administrative tasks such as merit review and tenure and promotion documentation. Must be able to handle activities of the department in a professional manner and ensure confidentialityWorks with the Director to schedule regular on-going Faculty meetings, attend meetings and prepare minutes ensuring accuracy and completeness of informationSupports the Director with meeting bookings, preparing expense claims and other duties as requiredPrepares contracts for faculty appointments/reappointments, including adjunct and cross appointments for review by the Administrative Officer and final approval by the DirectorConnects with faculty and staff for the purpose of information dissemination on behalf of the DirectorCompletes other duties and special projects as assigned by the Administrative Officer and/or DirectorUndergraduate degree or equivalent education and experience1-2 years of administrative/clerical experience and/or front-line reception/customer serviceExperience within an academic environment an assetExcellent interpersonal skills to effectively communicate and support students, faculty, staff and external stakeholdersDemonstrated ability to work independently and as a team member in a fast-paced and varied work environment with many interruptionsMust possess high level of diplomacy and judgement in dealing with daily tasksAbility to manage multiple priorities and demands with a high level of accuracy and detailExcellent communication skills (writing, verbal)Strong working knowledge of Microsoft Word suite of programs – word, excel, power pointWorking knowledge of University of Waterloo policies and procedures especially as they relate to Undergraduate and Graduate academic programs an assetKnowledge ofQuest, Teams, Learn, Workday considered an asset