Administrative Officer - Waterloo, Canada - University of Waterloo

University of Waterloo Waterloo, Canada

3 weeks ago

Description

Overview

The Administrative Officer is responsible for the effective management of all aspects of the Department of Recreation and Leisure Studies (RLS) within the framework of the University, Faculty and Department policies. The Administrative Officer reports directly to the Chair and is a resource to the Chair and the Associate Chairs, providing continuity as academic leadership changes. This role provides confidential and strategic advice, acting as a resource to all employees within RLS for decision making on the allocation of finances, human resources, space, equipment and special projects. The Administrative Officer also provides support to teaching and research staff to align initiatives with the mission, vision and values of RLS and to meet the objectives of the RLS strategic plan. The position coordinates the essential administrative operations of the Chair's office and the Department and is responsible for establishing, organizing and implementing departmental and office policies and procedures in accordance with the University of Waterloo's existing guidelines, policies and procedures.

Responsibilities

Financial Management

Manages all RLS funds including annual operating budget, trust, and endowment; allocates resources and approves expenses; develops budgetary strategies in collaboration with the Chair, Associate Chairs, and Faculty Financial Officer

Actively monitors and reviews all expenses; notes anomalies and processes error corrections as needed

Provides direction, guidance and financial support to faculty and research staff for all research funds

Works closely with the Faculty Financial Officer to develop, improve, and promote internal financial processes for the department, ensuring that University policies and procedures are followed

Administers and monitors all payroll submissions for Sessional Instructors and casual employees

Human Resources Administration

Supervises the recruitment, hiring, onboarding, performance evaluation, job description review, professional development, record management, and retention of academic and research staff (direct and indirect reporting positions)

Advises and assists faculty and research staff with casual/temporary hires

Guides and supports the Department Chair with faculty recruitment, hiring, onboarding, performance evaluations, tenure and promotion considerations, sabbaticals and other leaves, administrative appointments, and appointments for visitors, adjuncts, cross-appointed faculty, and postdoctoral fellows

Provides leadership to the academic and research staff with respect to UW Policies and processes, including onboarding, human resources best practices, performance management, and creates a collegial team-oriented environment

Provides advice, support, and mentorship to the Chair and department faculty members regarding Department, Faculty, and University policies and processes

Prepares faculty teaching and service assignments annually with the Chair, updating as needed

Management of Physical and Data Resources and Safety

Manages space allocations within the Department, including moves, maintenance and renovations

Manages and authorizes the purchase and allocation of supplies, equipment and furnishings, including maintenance and asset disposal

Maintains key permit and fob access for all department spaces plus term teaching keys

Safety lead for the department, ensuring mandatory safety training is completed; maintains evacuation procedures with Faculty of Health Dean's Office

Maintains all human resources, financial, administrative, and department archive files in accordance with University records retention policies and guidelines; supervises the maintenance and retention of undergraduate and graduate student files

Creates term teaching schedules together with Faculty of Health Scheduling team, confirming course offerings and teaching assignments, instructor requirements and preferences, ensuring a balanced distribution of courses each term.

Manages the document submission process for academic program reviews, site visit arrangements, and follow-up reports

Administrative Leadership

Provides the Chair and Executive Committee with confidential and strategic advice, information and data to support decision making

Supports strategic planning and implementation of strategic initiatives with the Chair and Executive Committee, including financial and human resource implications

Assists the Chair with managing their schedule

Organizes regular Department and Executive Committee meetings; prepares agendas, associated documents, and minutes

Serves as a resource for department committees for the interpretation and application of policies, guidelines and practices

Supervises the organizing of special events within the Department (Hallman Lectures, retreats, social events, with the Events Coordinator and Program Assistant

Qualifications

Bachelor's degree preferably in Recreation and Leisure Studies, Business Administration, Human Resources Management, or related field required

Equivalent combination of education and experience, preferably in an academic setting will be considered

5 years of progressively responsible administrative experience, preferably in an academic setting

Demonstrated staff management and administrative leadership experience

Experience developing, monitoring and managing budgets; ability to synthesize and organize financial information for strategic planning and decision-making

Superior demonstrated analytical and problem-solving skills

Demonstrated ability to facilitate, assess, analyze and resolve highly sensitive matters with tact, diplomacy, and empathy while respecting confidentiality

Demonstrated ability to successfully manage multiple priorities with tight deadlines

Excellent knowledge of the University and its policies and procedures as they relate to this position

Strategic and creative thinking, people management, interpersonal, organizational and communication skills

Excellent human relation skills, in particular the ability to motivate, supervise, guide and develop staff and foster constructive team relationships

Exceptional experience in Microsoft Office 365 software, Sharepoint, web content management software, Concur, Unit 4, iCIMS, Workday and other software used by University of Waterloo administrators

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