Executive 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 Executive Assistant (EA) is responsible for the efficient daily operations of the Director's office.

The EA provides support, oversight and guidance for faculty recruiting, tenure and promotion, sabbaticals and academic appointments including Visitors, Post-Doctoral Fellows, Research Associates, etc.

The incumbent will provide essential services to the School facilitating the smooth and efficient operation of activities in a manner consistent with the School's goals and objectives.

The EA manages confidential records and provides administrative support to the Director, Associate Directors, and Administrative Officer. The Executive Assistant is accountable to the Administrative Officer.

Responsibilities:

Administrative Support to the Director, Associate Directors, and Administrative Officers

Organize the Director's schedule, coordinate meetings, and manage electronic calendar(s)
Tracking and support of Director's deliverables and deadlines
Book meetings on behalf of the Associate Directors
Prepare confidential information and documents on behalf of the Director, Associate Directors and Administrative Officer
Provide advice and guidance on policies and procedures related to faculty recruitment, tenure and promotion, sabbaticals and appointments
Provide administrative support for program reviews including requesting data and preparing and summarizing statistical reports
Organize and prepare minutes for Administrative Council Meetings, Faculty Meetings and other School meetings as requested
Coordinate travel arrangements for the Director and Associate Directors upon request
Assist with strategic projects under the direction of Director, Associate Directors and Administrative Officer
Prepare correspondence with the Ontario Association of Optometrists and liaise with faculty members to ensure that all OAO dues are paid and uptodate
Organize OEBC/NBEO Pre-Clinic practice session registrations; including securing instructor time in coordination with Associate Directors
Provide backup support to the Main Office; answering telephones and greeting visitors
Facilitate administrative continuity as academic administrator appointments change through effective record keeping, training and mentoring

Faculty Recruitment

Coordinate advertising for faculty recruiting in accordance with university policy
Coordinate SACA (School Advisory Committee on Appointments) meetings and prepare UARC documents

Tenure and Promotion

Coordinate tenure and promotion proceedings according to university policies and procedures in in support of the Director,
Schedule School Tenure and Promotion Committee (STPC) meetings and take minutes
Coordinate the final brief and submissions in coordination with the Dean's Office, Faculty of Science

Sabbaticals and Leaves

Calculate and verify sabbatical leave entitlements
Provide information on policies, processes and deadlines for other leaves, retirement and termination

Academic Appointments

Prepare appointment contracts for new faculty, associate chairs, sessional instructors, postdoctoral fellows, research associates, visiting scholars, adjuncts, crossappointments and volunteers
Prepare immigration documents for foreign workers in consultation with the university immigration specialist
Monitor contract end dates for definite term and probationary term appointments and ensure renewals are processed in a timely manner
Prepare termination forms for completed contracts and faculty retirements

Special Events

Manages the planning and implementation of school events, such as retirement receptions, Employee Appreciation events, and other similar tasks as required
Provides assistance to other areas of the school in planning events as required

Qualifications:

Postsecondary diploma or equivalent education and experience in office administration
35 years of professional experience providing administrative, business process and assistance to senior leaders in an academic institution is required
Demonstrated exceptional ability to manage the calendars of senior leaders with competing demands, changing priorities and complicated international travel and protocol is required
Experience in the coordination of events/meetings and briefing materials for senior leaders is required
Experience working in a receptionist or customer service role
Sound knowledge of university policies and procedures (31, 76, 77) is preferred
International appointment experience is an asset
Excellent interpersonal and relationship building skills with a demonstrated ability to handle faculty, staff and students from around the world with tact and diplomacy
Exceptional verbal and written communication ability
Demonstrated ability to take the initiative, multitask and accurately complete detailed work
Demonstrated ability to work within a high stress environment and operate with a high degree of confidentiality and discretionary judg