Department Assistant - Waterloo, Canada - University of Waterloo

University of Waterloo

Verified Company

Waterloo, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Overview:

The Department Assistant provides a wide range of administrative services to facilitate the effective daily operation of the department and its activities.

This position helps maintain a professional quality and positive student-centered environment in Electrical and Computer Engineering (ECE).

Responsibilities:

Department Support Services

Maintains and updates website and display monitor to promote ECE's activities, including graduate and research seminars, announcements and award winners
Schedules bookings for all ECE meeting/seminar rooms and equipment; complex booking requests may require liaising with Plant Operations, Information Systems & Technology, UW Police, etc.
Submits purchase requests for departmental purchases e.g. chairs, equipment or services needed for daily operations of the department
Submits orders for office and coffee supplies and orders internal forms, stationary, business cards, and copier supplies as required
Maintains office equipment, ensures that copiers are functional and arranges service as needed
Submits print orders e.g. course materials, midterms or exams, and ensures confidential materials are stored securely
Manages diversity of general questions from department visitors, students, staff and faculty
Handles mail distribution and courier packages
Maintains and updates various office directories and telephone listings
Assists with logístical arrangements for meetings, seminars, guest lectures, special events, as required
Coordinates submission of technical reports, allocates technical report numbers, and updates catalogue of ECE reports
Reviews existing files and prepares for records management, or disposes of materials as required

Physical Resource Maintenance

Submits all maintenance, custodial and other service requests to Plant Operations
Informs Plant Operations of emergencies e.g. spills, floods, etc. that need immediate attention to ensure these facility issues are handled promptly and appropriately
Tracks all work requests for repairs, caretaking, cleaning, etc. associated with ECE space and identifies billing discrepancies
Works with Senior Associate Chair to coordinate move requests and furniture or equipment surplus disposal as needed
Notifies occupants of service interruptions (electrical outage, water shutdown, etc.), building maintenance, or constructionrelated disruptions
Assesses requests for furniture repairs and submits work orders
Submits department signage requests and updates directories
Coordinates departmental recycling initiatives

Telephone Administration

Coordinates all ECE telephone services, including telephone installations/relocations
Submits telephone changes and repair requests as authorized department requestor
Reconciles monthly IST invoice, reviews changes, monitors charges, and resolves discrepancies
Works with the Financial Coordinator to reconcile telephone expenses in excess of $77,000.00 annually

Support Faculty Members

Provide administrative support to faculty in support of their teaching and research responsibilities including typing, copying, faxing, etc. upon request

Other Duties

Provides backup support to the ECE Space Coordinator during absences and vacation
Updates and distributes departmental orientation package for new faculty and staff
Distributes and collects TA copies of course textbooks each term as required
Assists other administrative staff with work overflow and coverage during absences
Maintains the position's procedure manual
Attends all training on new systems and procedures, and meetings as required
Transcribes minutes of meetings as required
Assists with special projects and other duties as assigned by the Administrative Officer

Qualifications:

Two year college diploma or equivalent combination of education and experience preferred
12 years front line reception, customer service, and/or administrative support experience
Experience with shipping, purchasing, work requests preferred
Excellent customer service/public relations skills to respond to diverse inquiries independently and provide accurate information in a clear and concise manner
Must possess cultural awareness, sensitivity and patience to communicate and interact effectively with a wide range of people whose first language may not be English
Must have strong oral and written communication and interpersonal skills to deal effectively with faculty, staff, researchers, colleagues and students using discretion, diplomacy, and tact
Strong organizational skills, attention to detail, and good sense of logistics required
Time management skills including adaptability, flexibility to deal with a variety of tasks in a fastpaced environment with changing priorities
Ability to work well under pressure of high volume and frequent interruptions, ability to stay calm during challenging times and periodic pressure
Strong problem solving skills and sound judgeme