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Cambridge

    Administrative Assistant - Cambridge, Canada - University of Waterloo

    University of Waterloo
    University of Waterloo Cambridge, Canada

    4 days ago

    Default job background
    Description

    Overview

    Term: 14 Months

    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.

    Responsibilities

    Administration

  • As first point of contact, responds promptly and professionally to in-person, email and telephone inquiries; direct inquiries to appropriate people/departments
  • Maintains up to date listing of contacts and term contact lists for Architecture
  • 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; responsible for allocating the expenses at the end of the monthly financial cycle
  • Distributes daily mail to faculty, staff and students and prepares shipping documents as required
  • Completes key permit forms and maintain records of key permits issued
  • Reviews monthly Taxi logs, reporting any anomalies and required follow up before submitting to Police Services
  • Procures School parking passes each term and maintain sign-out records
  • Responsible for departmental petty cash up to $200 and expenses meet with compliance policies
  • Supports the Joint Health and Safety Committee by scheduling meetings and minute-taking
  • 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
  • Oversees the coordination and logistics of annual Lecture Series. Maintains databases and manages external mailings and marketing effortsfor annual lecture series.
  • Responsible for booking and organizing all travel for external lecturers.
  • Responsible for budgeting and tracking expenditures for the annual lecture series and processes all honorariums for guest lecturers.
  • Responsible for planning and coordinating Design at Riverside Gallery events including the annual student MasterWorks and Project Review events
  • Oversees the budgeting for the annual Gallery exhibition events and tracking expenditures
  • 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.
  • Responsible for course evaluation set up in Evaluate each term and communicating the schedule and reminders to teaching faculty about the process.
  • 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
  • Supports the Teaching Assistantship application and hiring process.
    Administrative support for the Director
  • Provides administrative support to the Director, on annual administrative tasks such as merit review and tenure and promotion documentation. Must be able to handle activities of the department in a professional manner and ensure confidentiality
  • Provides administrative support for SACA and faculty search process
  • Prepares contracts for sessional faculty on a term-by-term basis
  • Works with the Director to schedule regular on-going Faculty meetings, attend meetings and prepare minutes ensuring accuracy and completeness of information
  • Supports the Director with meeting bookings, preparing expense claims and other duties as required
  • Prepares communications for dissemination on behalf of the Director and monitors Director email
  • Completes other duties and special projects as assigned by the Administrative Officer and/or Director

    • Qualifications

  • 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 interpersonal skills to effectively communicate and support students, faculty, staff and external stakeholders
  • Demonstrated ability to work independently and as a team member in a fast-paced and varied work environment with many interruptions
  • Must possess high level of diplomacy and judgement in dealing with daily tasks
  • Ability to manage multiple priorities and demands with a high level of accuracy and detail
  • 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
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