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Job Requisition ID:

2025-00427

Time Type:

Full time

Employee Group:

Staff

Job Category:

Administrative Support

Employment Type:

Permanent

Department:

Faculty Association - Administration

Hiring Range:

$55,062.53 - $68,828.17

Posting Information:

Internal posting closes September 5 at 11:59 PM

Job Description:

Primary Purpose

The Administrative Assistant is responsible for providing overall administrative assistance for the Faculty Association. Reporting to the Executive Manager, this position provides comprehensive and strategic support to the Faculty Association Executive Manager, Faculty Association staff, the President of the Board including detailed calendar management, coordination of meetings and events, research, document preparation, and event support. This position plays a key role in the efficiency and overall functioning of the Faculty Association.

Key Accountabilities

Administrative Support

• Provides comprehensive administrative support to the Executive Manager and the President including detailed and proactive calendar management and support in planning and executing various administrative and operational activities
• Responsible for general office administration including maintaining confidential files, electronic and paper filing systems, migrating paper files to electronic sites
• Manages general email inboxes, directing and escalating inquiries to appropriate team members in a timely manner
• Effectively organizes and maintains various SharePoint and Teams sites, including keeping the sites curated, using appropriate naming conventions, filing, archiving, and deleting files as appropriate
• Attends various team meetings to stay abreast of current work, projects, and priorities
• Ensures adherence to University policies in all operations and activities (e.g., privacy, document retention)
• Provides ongoing administrative support to other members of the Association as needed
• Performs other administrative tasks as assigned by the Executive Manager and as needed by the Board of Directors and Committees

Event and Meetings Support

• Ensures that events and meetings are planned, managed, and delivered effectively and efficiently
• Organizes and coordinates meetings and events on and off-campus, managing invitations and RSVPs, finalizing agenda materials, preparing handouts and reports, assisting with electronic presentations, taking draft minutes, monitoring action items, and attending to special requests
• Books rooms, venues, facilities, parking, catering, monitors registration, coordinates invoices and payments, manages technical requirements and support
• Researches and uses appropriate tools to manage events and event registration
• Evaluates and reports on event success
• Monitors expenses and budgets for events
• Coordinates unexpected changes to detailed arrangements

Support to Board of Directors and Committee Chairs

• Liaises with the Board members to ensure action items are carried out in a timely and satisfactory manner, this can include developing and maintaining a database to track all assigned tasks and timelines
• Conducts research to garner information to assist in the preparation of reports, briefing notes, letters, agendas, statistical reports, and other documents as required
• Coordinates travel preparations for Directors and staff which can include transportation, accommodation, conference registration etc.
• Assists the Committees, Board, and staff with organizing conferences, workshops, seminars, and other events (on and off site)
• Keeps the Executive Manager and President apprised of priorities and urgent matters requiring immediate attention
• Provides independent support for Association and ad hoc committees as assigned

Purchasing and Financial Assistance

• Responsible for office supplies, which includes purchasing and distribution, ensuring supplies inventory is adequate, and maintenance of the supply room
• Monitors expenses and budgets for events
• Assists the Executive Manager in the preparation of expense claims and invoices, and other financial administrative assistance as required

Information Management

• Advises on information technology issues and opportunities and serves as IST liaison for the

Association, escalating technical issues to IST when required

• Develops and implements, in consultation with the Executive Manager, information management tools and systems to maintain Association records and facilitate internal communications
• Identifies opportunities for continuous improvement of information management processes and practices and makes recommendations
• Oversees documentation contents and organization in information management platform
• Implements process and process changes to support strategic direction
• Implements operations and logistics for outreach and training activities, systems, equipment, and other materials
• Performs other IT tasks as assigned by the Executive Manager and as needed by the Association staff

Required Qualifications
Education

• Post Secondary education or equivalent combination of education and experience

Experience

• Experience with event coordination
• Experience with a Board of Directors preferred
• Provision of general administrative support to a leader, executive, or department

Knowledge/Skills/Abilities

• Demonstrated ability to work collaboratively, build consensus, maintain confidentiality, exhibit sensitivity to the needs and interests of a variety of stakeholders, and support the functioning of a diverse team both within an individual department and across a larger organization
• Strong organizational skills coupled with the ability to handle multiple tasks, meet deadlines and excel in a fast-paced environment characterized by changing priorities
• Evidence of independent judgement in the areas of time management, task prioritization, and decision-making
• Demonstrated ability to thrive in and contribute to an integrated and collaborative team environment and to apply a positive team approach to working with colleagues
• Professional demeanor and ability to exercise tact, judgement, and discretion
• Strong attention to detail as it relates to scheduling, travel arrangements, report content etc.
• Proactive project management skills and ability to complete complex tasks professionally and on time
• Ability to set up and troubleshoot basic audio-visual equipment
• Ability to learn new software quickly
• Ability to make reasonable estimates of resources needed to complete projects
• Intermediate to advanced level of experience using the following tools:

o Microsoft Office Suite including productivity tools, particularly Teams, Outlook, Excel, Power Point

o Adobe Acrobat

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 coordinated within the Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students, faculty, and staff. 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+.

Positions are open to qualified candidates who are legally entitled to work in Canada.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.