Departmental Support Specialist - Waterloo, Canada - University of Waterloo

University of Waterloo

Verified Company

Waterloo, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Overview:

Term: 18 Months

The Department Support Specialist provides a broad spectrum of administrative and operational support to facilitate the day-to-day operations of the Department of Physics & Astronomy.

This position is a part of the administrative team that creates and maintains a positive student-centered and service-oriented environment in Physics & Astronomy.

This role moves seamlessly between tasks and shifting priorities, to address critical needs. The Departmental Support Specialist provides continuity and demonstrates breadth and depth in all core operations in the department.

Responsibilities:

Departmental Administrative Support

Acts as a departmental first point of contact by responding to diverse general questions independently, promptly, and courteously, determines the nature of needs and directs individuals as appropriate
Processes key permits and tracks all keys/fobs issued within the department
Assists with the allocation of space to all students, guests, and visitors
Actively monitors and maintains crossappointment and adjunct appointments database; prepares renewals/appointments
Provides administrative and resource support for departmental committees and meetings, as required
Assists Administrative Assistant with the coordination of departmental events

Undergraduate Program Support

Collects and maintains teaching preferences and teaching constraints database
Serves as a backup scheduling and exam representative
Assists departmental advisors with general advising tasks during peak periods
Processes undergraduate forms and provides student with assistance on Quest and LEARN, as required
Assists in the planning and execution of departmental student events
Prepares reports, surveys, and compiles results
Serves as a point of contact for SIN exam; Purchases and distributes book Prizes
Assists with the printing coordination and storage of course materials, midterms, and exams
PhysClub & FemPhys student club liaison

Financial Support

Makes purchases for department staff and faculty on the P-Card, as directed by the Financial Officer
Reconciles P-Card monthly statements
Prepares all paperbased travel claims for review by Financial Officer
Serves as back up Concur claims reviewer

Graduate Program Support

Assists in the planning and execution of departmental student events
Serves as a back up for processing graduate milestone forms
Assists with the preparation of comprehensive exams during peak periods and proctors when needed

General Support

Posts event and departmental information on websites and social media, as needed
Provides students, faculty and staff with AV, photocopier training and support
Books Physics meeting rooms for faculty, and students
Actively monitor and order departmental supplies
Identify and recommend process improvements
Attend meetings and update skills as deemed necessary for this position
Assists with special projects, data collection and other duties, as assigned by the Administrative Officer

Qualifications:

University degree: equivalent combination of education and experience will be considered
12 years of extensive administrative experience in an academic setting
12 years of experience in a frontline customer service facing role
Experience pertaining to undergraduate and graduate programs and advising is an asset
Familiarity with Science discipline and relevant academic policies an asset
Experience working with event coordination is an asset
Ability to work collaboratively with all team members to deliver excellent results with accuracy and integrity in a studentcentered environment
A continuous improvement mindset and exceptional client service focus are critical for success
Proven ability to work independently to problem solve and to make sound decisions within the scope of the role
Strong ability to shift gears frequently due to multiple demands and frequent interruptions
Exceptional communication (written and verbal) and organizational skills
Focused, organized, detailoriented, results driven and able to work under pressure
Competency in exhibiting compassion, particularly with students under stress or in emotional crisis
Intermediate knowledge of Microsoft Office, Outlook, MS Teams, Quest, SharePoint, OATS and with the willingness to learn new systems strongly encouraged
Proven experience to work efficiently in a fastpaced academic setting is required
Demonstrated ability to exercise empathy, tact and discretion when handling confidential and sensitive information
Demonstrated ability to support cross functional teams and build consensus. Sensitive to the diverse needs and perspectives of stakeholders and works with them to resolve issues

Equity Statement:
The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory