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Kitchener

    Administrative Management Specialist - Waterloo, ON, Canada - University of Waterloo

    University of Waterloo
    University of Waterloo Waterloo, ON, Canada

    1 week ago

    Default job background
    Full time
    Description

    Accountable to the academic Chair or Director for human resources administration, financial oversight, the management of facilities and equipment and health and safety responsibilities required to support the teaching and research missions of the department.

    The Administrative Manager provides leadership by educating all department members of relevant policies, guidelines and practices related to financial, recruitment, space, and health and safety matters.

    As the senior administrative staff member in the Department, the Administrative Manager provides continuity as academic leadership changes and oversees all administrative functions of the department in partnership with the Chair.

    The position is responsible for providing effective administrative support to the Associate Chair(s).
    Manages academic program delivery support and administration:
    Oversees procedures, timelines, and committee supports according to Policies;


    Graduate and undergraduate programs:
    Oversees the administrative activities of the graduate and undergraduate programs, including advising students of policies and processes;
    Establishes procedures for maintenance of departmental academic records such as course evaluations and student advising, according to Policy
    with University policies

    Ensuring processes are in place for recruitment, evaluation and pay of sessionals, temporary staff, co-op students, and teaching assistants.


    Financial Planning and Management:
    Prepares department budget for operating accounts, ensuring that funds are requested, allocated and reported upon in a way that supports the department's operations and priority activities
    Ensures that all operating, trust, endowment and research accounts are managed according to
    Policy, including monthly reconciliation of accounts and P-Cards
    Assists researchers with the management of research accounts, providing support on eligibility and compliance and preparations for cost recoveries and account closures
    Provides advice and reviews all department expenses: travel, reimbursements, faculty professional expenses, endowment, research expenses and casual payroll;
    Oversees graduate awards and scholarships, and research matching funds
    Ensures relevant reports are available to management and account holders on a regular basis
    Participates with Executive Officer and Faculty Financial Officer in developing best practices in budget management
    reviews and ensures Request for Leave of Absence applications are complete prior to submitting to the Chair and Dean of Mathematics Office for approval
    submits formal documents the Dean's office
    Communication, records and outreach/special events:
    Oversees department wide communications including mailing lists and social media platforms
    Establishes procedures for maintenance of departmental records, course evaluations and student advising according to Policy;
    Supports planning and execution of various special events as necessary
    Facilities and equipment management, including but not limited to:
    Ensuring the efficient and equitable use of facilities and equipment including allocation, coding and auditing of space usage
    Planning and coordinating moves
    Undergraduate degree or equivalent combination of education and experience
    ~3-5 years' experience in an administrative position required, administrative experience in an academic environment preferred
    ~Demonstrated experience working with budgets including analysis, budgeting, and forecasting
    ~ Experience with management of facilities, space and health and safety
    ~ Demonstrated awareness and sensitivity to issues related to equity and diversity
    ~ relationships with individuals in academic posts
    ~ Advanced skill level using Microsoft Office and Excel
    ~ Other technical skills:
    Quest, OnBase, Infosilem, SharePoint, Outlook, WCMS, Workday, PowerBI
    ~ Familiarity with financial management systems such as Unit4, Concur, and Power BI reports
    ~ Familiarity with web management and social media tools, is preferred
    ~ Thorough knowledge of university policies and procedures

    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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