University of Waterloo

Administrative Assistant, Co-operative and Experiential Education (BB-43F74)

Found in: Talent CA

The Administrative Assistant, Co-operative and Experiential Education provides administrative support to the Co-operative and Experiential Education leadership team. The Administrative Assistant oversees calendar scheduling, facilitates and coordinates meetings and events and performs various administrative tasks within Co-operative and Experiential Education. Responsibilities Administrative AssistanceProvides administrative support to Co-operative and Experiential Education Directors and the Co-operative Education Directors through detailed management of their calendars; and organizing meetings (including scheduling, invitations, RSVPs, materials, venues)Effectively manages confidential and sensitive informationCreates, formats, proofreads, prints, distributes and/or publishes various types of documents for various audiences using Microsoft Word, Excel, PowerPoint and/or VisioCoordinates and makes travel arrangements for directors within Co-operative and Experiential Education and Co-operative Education; occasionally this will involve coordination of group travel and travel outside of North AmericaIn accordance with Policy 46 (Information Management), maintains filing and retrieval systems for contracts, agreements and memorandums of understanding signed by Co-operative and Experiential Education leadersProvides backup support for the Executive Assistant, Co-operative and Experiential Education during vacations, absences, and short-term leavesMakes ad hoc purchases on a purchasing card (e.g. conference registrations) and reconciles the purchasing card monthly in accordance with University policiesAssistance with project coordination activities across the portfolio; this may include creating summary reports, soliciting and aggregating feedback on documents, gathering information for meetings with internal and external stakeholders, summarizing compliance with CEE employee training (e.g. Future Ready Talent Framework training), following up on missing/incomplete information etcEffectively organizes and maintains various SharePoint sites, and other similar document repositories, this includes: keeping the sites curated, using appropriate naming conventions and filing, archiving, deleting information as appropriateAttends various team meetings to stay abreast of current work, staffing, projects, and prioritiesActively participates in a Community of Practice with the other administrative staff within Co-operative and Experiential Education to ensure the delivery of high-quality administrative supportAs required, provides backup support to other members of the Co-operative and Experiential Administrative TeamActively contributes to the Wellness Committee and Social Committee, includes providing administrative support and assisting to plan and implement events and resourcesPerforms other administrative duties as assignedHuman ResourcesMaintains organization charts and staff directories for the Co-operative and Experiential Education portfolioProvides logistical and administrative support to the staff onboarding and new hire processesAssists with the management of individual and institution membership in various co-operative and experiential education organizations (e.g. CEWIL, EWO, CEIA, WACE)Co-op Student Co-ordinationLeads the CEE co-op student hiring process from an administrative perspective (includes drafting and sending detailed communications within the department, collecting information about hires, and entering hires in Workday)Coordinates the use of Work Placement funding (or other similar funding programs) with Students Awards and Financial AidLiaises with a Co-op Student Experience Manager in organizing the termly co-op student events (e.g. end of term presentations, orientation)Prepares and distributes timely communications to the department co-op students (e.g. notice of first pay, midterm evaluation etc.)Co-ordinates, administers and compiles co-op student exit interviews and filters the information to the appropriate areas to assist with continuous improvement of the student experience in CEEMeeting and Event ManagementCo-ordinates and schedules meetings for Co-operative and Experiential Education and Co-operative Education DirectorsAs requested, assists the Executive Assistant with the coordination, scheduling and management of CEE and Co-operative Education eventsSchedules and manages meetings and events within Co-operative and Experiential Education including management calls, team meetings and social events (includes agenda management)Provides administrative support to project teams, steering committees and working groupsSolicits feedback on meetings and events to continually improve Qualifications Post-secondary education or equivalent education and experience. University degree is preferred3 years of experience providing administrative assistance within a large and complex organization (post-secondary school environment preferred)Experience managing complex calendarsExperience planning and managing eventsExperience booking and arranging executive travel and managing complex schedulesThe position requires substantial skill in managing complexity and coordinating a range of activities and demandsAbility to effectively manage competing prioritiesResponsibility, maturity, and excellent problem-solving skills are criticalOrganizational skills are key, as are managing conflicting priorities from multiple stakeholdersAbility to support directors whose primary work location is in other buildings on campusProven strategic and pragmatic thinkerExcellent interpersonal skillsProven record of demonstrated tact, judgement and diplomacy, confidence, organization, and the ability to assimilate information and analyze data quicklyDemonstrated ability to make independent decisionsStrong attention to detail (e.g. as it relates to scheduling, travel arrangements, report content, etc.)Specialized work with minimal supervisionExcellent communication (oral and written)Regular working hours, some evening/weekend work required

calendar_today1 day ago


info Permanent

location_on Waterloo, Canada

work University of Waterloo

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