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    Administrative Assistant/Office - Cambridge, ON, Canada - University of Waterloo

    University of Waterloo
    University of Waterloo Cambridge, ON, Canada

    1 week ago

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    Description

    The primary functions of this position are to provide administrative support for the general operation of the School of Architecture, and administrative services to faculty, staff and Director.

    This position reports to the Administrative Officer.
    Administration
    As first point of contact, responds promptly and professionally to in-person, email and telephone inquiries; Reports and tracks all building maintenance issues to Plant Operations and arranges for building repairs and maintenance as necessary
    Liaises with the Security site supervisor and keeps them informed of events and School closures etc.
    Purchases and maintains office supply inventory using department purchasing card; Distributes daily mail to faculty, staff and students and prepares shipping documents as required
    Responsible for departmental petty cash up to $200 and expenses meet with compliance policies
    Supports the Administrative Officer and Financial Officer on administrative projects and financial tasks as required
    Event Planning
    Works 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 site
    Maintains databases and manages external mailings and marketing effortsfor annual lecture series.
    Responsible for planning and coordinating Design at Riverside Gallery events including the annual student MasterWorks and Project Review events
    Assists the Undergraduate Program Coordinator with Undergraduate events including admissions week, Open Houses, OUF, You at Waterloo Day, Paths to Practice and co-op related events
    Supports the Graduate Program and Research Coordinator with graduate recruitment initiatives, thesis review days and student symposiums

    Supports all School events such as Convocation, Awards Banquet, Orientation Day tasks include booking space, ordering catering, communicating events to Architecture community etc.

    Assists the Advancement Manager as required with Alumni outreach and School events
    Academic Support
    Responsible for the collection of all course outlines, assignment and quizzes and maintaining electronic course files for accreditation.

    Assist faculty with course administration including printing of exams, classroom scheduling and collection of student work for accreditation database.

    Collects honorarium information for guest reviewers and support Financial Officer with inputting into Workday
    Administrative support for the Director

    Provides administrative support to the Director, on annual administrative tasks such as merit review and tenure and promotion documentation.

    Provides administrative support for SACA and faculty search process
    Prepares contracts for sessional faculty on a term-by-term basis
    Supports the Director with meeting bookings, preparing expense claims and other duties as required
    Completes other duties and special projects as assigned by the Administrative Officer and/or Director
    Undergraduate Degree or equivalent combination of education and experience
    ~1-3 years of administrative/clerical experience and/or front-line reception/customer service
    ~ Experience within an academic environment required and experience working on a Satellite campus an asset
    ~ Excellent communication skills (writing, verbal)
    ~ Strong working knowledge of Microsoft Word suite of programs – word, excel, power point
    ~ Working knowledge of University of Waterloo policies and procedures especially as they relate to
    ~ Undergraduate and Graduate academic programs an asset
    ~ Knowledge of Quest, Teams, Learn, Workday considered an asset

    Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is co-ordinated within the
    Office of Indigenous Relations.

    The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees.

    The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion.

    As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

    however, Canadians and permanent residents will be given priority.
    The University of Waterloo is committed to accessibility for persons with disabilities.
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