Administrative Assistant - Waterloo, Canada - University of Waterloo

University of Waterloo

Verified Company

Waterloo, Canada

4 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Overview:

The primary purpose of the Administrative Assistant role is twofold: providing a broad range of administrative, financial, and technical support to the department, and coordinating and supporting departmental events and communications.

This role works in conjunction with various colleagues across the institution and at CTE, primarily the Director, Associate Director, Program Coordinators, Sr Educational Developer, Inquiry and Communications, and Educational Developer, Research and Consulting.

Responsibilities:

Administrative Support

Provide administrative support to the department including sourcing, purchasing, keeping an inventory of office equipment and supplies, booking meetings, taking staff meeting minutes, providing technical support, serving as IT rep, coordinating filesharing sites, maintaining listservs, and arranging for equipment and space maintenance
Support specific initiatives including universitylevel grants program and the annual conference
Provide direct administrative support to the Director and Associate Director, including scheduling meetings, filing, booking travel, and submitting expenses
Complete and maintain confidential financial, audit, and human resourcerelated paperwork using university systems
Assist hiring managers as needed, particularly for coop student hires, and ensure consistent staff onboarding
Monitor and reconcile all CTE budgets (operating, salary, grants), maintain budget documents and disseminate reports as required, and provide input to the Director and Associate Director on budget item allocations and projections
Anticipate needs of the Director, Associate Director, and department and execute tasks with mínimal supervision

Coordination and Support of Departmental Events and Communications

Assist with planning and executing the coordination of events and visit requests, including booking venues and catering, monitoring registrations, collecting and processing payments, coordinating technical requirements and support, disseminating marketing materials, and monitoring the budget
Assist with supporting the implementation of CTE's communications plan, including making updates to CTE's website, in collaboration with the Senior Educational Developer, Inquiry and Communications

Other

Assist with other tasks and duties as needed
From time to time on special projects, a Coop student may work under the direction of this position

Qualifications:

Completion of a university degree or equivalent experience and education
Proficient with budgeting practices and software
Extensive experience in office administration, including technical support and troubleshooting
Event planning experience is an asset as is an interest in the work of a teaching centre
Intermediate experience with MS Office Suite
Intermediate experience with financial and human resources systems
Intermediate experience with web content editing and forms
Some experience with database software, and hardware and software support
Knowledge of the University's policies, procedures, and operating requirements is highly desirable
Superior time management and organizational skills and attention to detail
Ability to juggle multiple projects
Problemsolving and analytical skills
Strong interpersonal and communication skills, showing tact and diplomacy
Ability to work both independently and collaboratively
Ability to maintain confidentiality

Equity Statement:

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples.

Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.

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