Administrative Assistant to the Chair

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Job Requisition ID:

2025-00114

Time Type:

Full time

Employee Group:

Staff

Job Category:

Academic Program Administration

Employment Type:

Temporary

Department:

Faculty of Engineering – Civil and Environmental Engineering – Administration

Hiring Range:

$55,062.53 – $68,828.17

Posting Information:

Contract Opportunity

Term – 18 months

Job Description:

Primary Purpose

The Administrative Assistant is responsible for the efficient daily operations of the Chair’s office. The Administrative Assistant provides support, oversight and guidance for faculty recruiting, tenure and promotion, sabbaticals, and all non-faculty appointments. The Administrative Assistant manages confidential records and provides administrative support to the Chair and Administrative Officer.

Key Accountabilities

Administrative Support

• Provides comprehensive assistance to the Department Chair to meet goals of the Department
• Manages the Chair’s schedule and coordinates often unexpected changes to detailed arrangements
• Keeps the Chair apprised of priorities or urgent matters requiring immediate attention and in the absence of the Chair and responds as appropriate
• Handles difficult situations with discretion and maintains confidentiality including details of the Chair’s discussions and correspondence
• Organizes agendas, support materials, and creates briefing notes for the Chair prior to meetings

Faculty Relations Administration

• Supports the department in the recruitment, appointment, evaluation, promotion, and retention of faculty
• Coordinates all tasks involved in the hiring of new faculty as outlined in UW Policy 76: Faculty Appointments, including but not limited to advertising, scheduling of meetings, preparing acknowledgments, arranging candidate visits, and communicating with candidates while working closely with the Department Advisory Committees on Appointments (DACA)
• The incumbent prepares final hiring packages for the University Appointments Review Committee (UARC), liaising with the Offices of the Vice President, Academic and Provost, and Dean of Engineering
• Processes and confirms academic qualifications and determines space requirements for all part-time, definite-term, adjunct, post-doctoral fellow, and research associate appointments. Monitors all appointment end dates on a regular basis to ensure renewals are processed in a timely manner
• Liaises with the university Immigration Specialist regarding immigration requirements for all faculty and non-faculty academic appointments
• Coordinates tenure and promotion proceedings as outlined in UW Policy 77: Tenure and Promotion of Faculty Members. Assisting in identifying candidates, collecting all package documentation, preparing files for the committee, arranging meetings, preparing briefs, and reviewing for accuracy and completeness
• Coordinates merit proceedings in consultation with the Chair. Is responsible for establishing Departmental timelines for proceedings in conjunction with those set forth by the Dean of Engineering Office. Specific duties include collecting year-end reports from faculty members, compiling data related to research grants, publications, teaching, and service activities from same, preparing summary forms, and arranging meetings. The incumbent is responsible for preparing spreadsheets of final merit ratings, and preparing letters of evaluation for all faculty members in the Department
• Provides faculty members with information related to sabbatical application deadlines; reviews and ensures Request for Leave of Absence applications are complete prior to submitting to the Chair and Dean of Engineering Office for approval
• Provides advice, guidance and interpretation of policies and procedures related to tenure, adjunct appointments, administrative appointments, leaves, retirement, etc.
• Maintains confidential faculty files pertaining to tenure, promotion, merit, and discipline cases in accordance with UW Policy and the Memorandum of Agreement
• Tracks faculty administrative tasks, committee membership, etc.
• Keeps the Department informed of University matters and deadlines; ensures that there is a sharing of information within and outside the Department
• Maintains current membership of various committees, assists the Chair with recruitment, and ensures voting procedures are followed. Ensures the effective and efficient operation of the department’s various committees (DACA, DTPC) and coordinates logistics as required

Other Departmental Support

• Provides support to the Administrative Officer as required
• Participates in special projects as assigned by the Administrative Officer and/or Chair
• Maintains procedure manuals for the position and implements changes to procedure and processes as directed by the Faculty or University
• Ensures all full-time and part-time employees within the Department have completed all mandatory health and safety course requirements.
• Prepares the agenda, meeting materials, and takes the minutes of the monthly department/faculty meetings, ensuring adherence to appropriate protocols, process guidelines and standards.
• Assists with the planning and execution of various special events e.g., department retreat, as required
• Provides routine support in the absence of the Department Assistant

Required Qualifications

Education

• College diploma (undergraduate degree preferred) or equivalent combination of education and experience in related field

Experience

• 3-5 years administrative experience in progressively responsible position, preferably in an academic environment
• Ability to manage calendars with competing demands, and changing priorities
• Experience with the application and interpretation of academic policies and procedures is necessary
• Proficient in Microsoft Office, Outlook, Zoom and MS Teams
• Experience documenting relevant meeting minutes and action items

Knowledge/Skills/Abilities

• Demonstrated ability to maintain high levels of confidentiality when dealing with sensitive matters. Excellent verbal and written communication skills
• Must possess cultural awareness, sensitivity, and patience to communicate and interact effectively
• Display excellent problem-solving skills, sound judgement and initiative, with the ability to make decisions independently
• Demonstrated ability to take the initiative, multitask and accurately complete detailed work
• Ability to work well under pressure and with frequent interruptions
• Willingness to adapt to changing priorities, schedules, and procedures with flexibility

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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