Administrative Assistant and Financial Coordinator

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Job Requisition ID:

2025-00019

Time Type:

Full time

Employee Group:

Staff

Job Category:

Administrative Support

Employment Type:

Temporary

Department:

Associate Vice-President, Faculty Planning and Policy

Hiring Range:

$55,062.53 – $68,828.17

Posting Information:

The internal deadline has passed.

Term: 10 months

Job Description:

Primary Purpose

This position is responsible for the development and organization of administrative systems to support the Associate Vice President, Academic Operations and the Associate Vice President, Faculty Planning and Policy. The Administrative Assistant provides senior executive administrative support to the Associate Vice President, Academic Operations and the Associate Vice President, Faculty Planning and Policy.

This position is responsible for providing financial guidance and ensures that all financial activity in both Associate Vice President Offices conforms to the University’s financial policies and procedures.

The Administrative and Financial Coordinator is the first point of contact for visitors to the Offices of the Associate Vice President, Academic Operations and Faculty Planning and Policy.

Key Accountabilities

Administrative Support

• Manages the scheduling of meetings for the Associate Vice Presidents, Academic Operations and Faculty Planning and Policy.
• It is essential to be mindful of the calendars, to be aware of any issues or upcoming meetings, and to ensure the information flow complements the respective schedules. Facilitation of these meetings may include booking facilities, preparation and/or distribution of meeting materials, catering requests, parking requests, etc.
• Provides executive level administrative support to both Associate Vice Presidents, which can include preparation of confidential materials.
• Responsible for the successful operation of the Offices of the Associate Vice Presidents’ reception area. This includes greeting visitors, answering questions, providing directions, etc.
• Manages and coordinates travel preparations for both Associate Vice Presidents, which can include transportation, accommodation, conference registration, etc.
• Responsible for office supplies, which includes purchasing and distributing supplies, ensuring supplies inventory is adequate for the Offices, organization, and maintenance of the supply room.
• Assists with the coordination of office equipment maintenance and purchases.
• Provides ongoing support to other members of the Offices.
• Assists with the maintenance of Electronic Faculty Files.
• Responsible for preparation and tracking of key permits and has signing authority for keys.

Financial Coordination

• Monitors appropriate use of Office accounts for accuracy and consistency with UW policies and guidelines.
• Completes purchase requisitions for Office purchases.
• Reviews all Office operating expenses as well as research accounts.
• Reconciles Office expenditure, including P-card on a monthly basis.
• Provides day-to-day preparation and processing of all Finance forms related to the operating and research budgets of both Offices.
• Liaises with the Office of Research, as necessary, monitors expenditures and commitments on the Associate Vice Presidents’ research grants under the framework of Research Financial Compliance.
• Initial reviewer of Concur expenses to ensure accuracy, receipts attached, expenses complete.
• Unit4 & SharePoint representative.
• Records routine financial transactions in a timely manner, verifying accuracy, approvals and ensuring appropriate policies are applied.

Event Coordination

• Schedules all aspects of events hosted by the Associate Vice Presidents.

Other Duties

• Performs other duties of a comparable level/type as assigned.

Required Qualifications

Education

• College Diploma or University Degree
• Equivalent combination of education and/or experience will be considered

Experience

• A minimum of 4 years of experience in an office work environment that includes providing senior executive level support to multiple individuals.
• Experience in financial administration is preferred.

Knowledge/Skills/Abilities

• Excellent listening skills and the ability to communicate clearly both verbally and in writing are mandatory.
• Extensive administrative experience with a demonstrated ability to manage multiple tasks, meet deadlines, and excel in a fast-paced environment with changing priorities. Must have strong planning and organizational skills, exceptional time-management and demonstrated meticulous attention to detail.
• Must be results-oriented and a proven team player.
• Aptitude for attention to detail and accuracy are essential.
• Flexibility to adapt to unexpected and time sensitive demands.
• Demonstrated ability to take initiative with a commitment to process improvement.
• Demonstrated ability to problem solve.
• Working and demonstrating a team-based approach is a necessity as it is a small administrative unit with the need to work in an efficient and anticipatory environment. The need for quick and accurate analysis of issues, constant communication of priorities, and collegial resolution to matters is expected.
• Strong customer focus, sensitivity to diversity, excellent judgment ability, display of discretion and diplomacy is required.
• High degree of responsiveness and ability to maintain absolute confidentiality. Portray a professional image by interacting knowledgably and courteously with all. Ability to remain calm in stressful situations.
• Methodical and thorough when considering solutions to issues. Ability to troubleshoot and problem solve independently as well as when part of a team.
• Advanced technical skills to include: Word, Excel, PowerPoint, Outlook, Microsoft Teams

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 [email protected] or 519-888-4567, ext. 45935.

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