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- Prepare travel claims and expenditure reimbursement requests for faculty, postdocs, graduate students, and visitors of assigned faculty in compliance with University Policy and Tri-Agency granting requirements
- Ensure availability of supporting documents and approvals for expenditure from the relevant faculty members
- Remain current on knowledge of all policy requirements; attend regular training sessions
- Coach faculty, post-doctoral fellows and graduate students in the use of the online expense reimbursement system
- Organize meetings, workshops, seminars and colloquia, including bookings, preparing advertisements, audio-visual equipment, and ordering refreshments
- Initial Common CV (CCV) preparation and regular updating
- Manage travel and accommodation arrangements for faculty, research groups, visitors, and graduate students
- General correspondence: mail, courier packages
- Update content for specific web pages related to a faculty member or assigned committee as required
- Upload technical reposts to the CS website
- Initiate and monitor CSCF service requests
- Provide administrative and secretarial support including minute-taking to one or more School committees
- Provide training and service for departmental printing and a/v equipment as required
- Provide administrative support for special school events and off-site research-related conferences
- Maintenance of mailman lists
- Update content of specified School web pages
- Monitor the School's printers and photocopiers; order, distribute and install paper and toner
- Maintain School mailboxes; distribute incoming mail; arrange courier deliveries
- Update procedure documentation as required
- Order office and CS Lounge supplies
- Ensure that the CS Lounge is maintained in good order
- Provide back-up support for Reception
- Provide back-up for other staff members as required
- Maintain key and fob control systems
- Reconcile reports on lost and expired keys to correspond with Key Control records and perform key and key tree audits
- Initiate work requests for Plant Operations regarding repairs, maintenance and custodial service
- Assist the Facilities Coordinator in space allocation, including provision of furnishings, equipment, renovations, and telephone and computing services for all incoming faculty, staff and visitors
- Coordinate all CS telephone services
- Inspect CS space for security, fire and accident hazards and submit work orders to remedy infractions
- Maintain reports of hazardous conditions, near misses and injuries as per University policy and legislated requirements
- Maintain first aid supplies, first aid training lists, and workplace safety bulletin boards
- Participate in the development of CS specific polices and process reviews related to emergency preparedness and health and safety management
- Ensure that new staff and faculty receive information on Health and Safety policies and procedures, maintain space inventory; create reports as required
- Assist with special projects and other duties as assigned by the Administrative Assistant to the Director
- Secondary School diploma, with some post-secondary education or commitment to receive post-secondary training
- Extensive administrative support experience in an academic environment
- Experience with financial reconciliations
- Proficiency in Latex and Microsoft Word, Excel, PowerPoint and Teams
- Web applications an asset
- A willingness to learn new software as required
- Experience using an online expense reimbursement system
Administrative Coordinator - Waterloo, Canada - University of Waterloo
Description
Overview
The Administrative Coordinator is responsible for providing general administrative support to the School and its faculty members.
Responsibilities
Expense Claim Preparation
General Administrative Support for Researchers and Research Groups
Administrative Support to the School including, but not limited to:
Facilities Coordination
Other Duties
Qualifications