Overview:
The Campus Wellness Administration team serves the University of Waterloo community by supporting all units within Campus Wellness (Health Services, Counselling Services and Health Promotion) with effective, efficient, collaborative, and client-focused administrative service.
The Administrative Coordinators are accountable to the Administrative Officer, Campus Wellness. for providing direct administrative support to the Director, Campus Wellness and general administrative support for all units within Campus Wellness.
Responsibilities:
Administrative Support
Function as the administrative, professional “face” of Campus Wellness;
Provide direct administrative support to the Director, Campus Wellness and general administrative support to Campus Wellness, including document preparation, filing, room bookings; booking of service tours;
Provide purchase-card services for Senior Management Team and Campus Wellness events, including accurate allocation of expenses;
Coordinate calendars of the Senior Management team.
Communication - Inter-departmental / Intra-departmental
Function as central point-person for internal Campus Wellness communication, organizing inter-departmental and intra-departmental communication;
Coordinate regular on-going communication to Campus Wellness staff as well as coordinating communication regarding special projects and initiatives (ex. CW@a Glance newsletter, invitations/RSVPs for Campus Wellness events) via variety of platforms;
Collaborate with Tech Team to maintain content of specific areas of Campus Wellness SharePoint site (ex. Senior Management Team meetings, breach logs, Campus Wellness standing committees).
Hiring/Orientation/On-boarding/Off-boarding support
Provide administrative support for the hiring process (ex. coordinating interview scheduling, reserving rooms, creating MS Teams meetings); coordinating with staff members who manage staff schedules;
Collaborate with Senior Management Team to develop, coordinate and deliver a consistent Campus Wellness orientation to all incoming clinical and staff members, including Campus Wellness culture, and guidelines;
Collaborate with hiring managers to provide administrative support for incoming staff members’ welcome and onboarding (ex. first week orientation meetings, work-space preparation, key control documentation);
Provide administrative support to hiring managers who are responsible for temporary staff (ex. residents, interns, co-op students) to coordinate on- and off-boarding;
Coordinate regular new employees group orientation meetings with Senior Management Team (approx. every six months);
Collaborate with Health Information Specialist to ensure incoming employees receive consistent confidentiality training, including reviewing and signing Campus Wellness confidentiality agreement;
Coordinate orientation and termination logistics, including entering all staff members into On-boarding and Off-boarding databases as needed; maintain the Staff Directory regarding new hires and temporary or permanent departures.
Assist hiring managers with timelines and documentation for co-op and international student hiring to ensure deadlines are met;
Coordinate mandatory Campus Wellness staff training schedules, lists and communication (ex. Non-Violent Crisis Intervention – new and refresher courses).
Committee Support
Provide logistical and practical support and coordination for Campus Wellness events, activities, initiatives (ex. all-staff meetings, holiday luncheon);
Coordinate Campus Wellness standing committee meetings and related working groups, including scheduling, notification, minute-taking and distribution;
Schedule using multiple platforms, invite/send links to attendees, including those outside of Campus Wellness and the University of Waterloo;
Collaborate with committee chairs to circulate documentation in advance of standing committee meetings, including agendas and relevant documentation;
Record, edit, and distribute meeting minutes, according to Campus Wellness minutes template, focusing on action items; maintain up-to-date standing committee documentation on SharePoint.
Support for groups, training, seminars
Collaborate with Campus Wellness administrative staff and facilitators to support set-up and delivery of Campus Wellness’ groups, trainings, and seminars;
Schedule using multiple platforms, invite/send links to attendees, including those outside of Campus Wellness and the University of Waterloo;
Support virtual trainings, groups and seminars (ex. sending meeting links to participants, sending cancellation/rescheduling notices to participants, attending trainings and workshops to provide administrative support when requested, taking attendance, distributing resources pre/post session);
Support in-person trainings, groups, and seminars (ex. distributing resources and supplies pre/post sessions, assist with room set-up/take down).
Building / Facilities
Ensures well-functioning buildings and equipment by overseeing minor maintenance, submitting work requests, space allocation, relocations, renovations, furnishings, collaborating with campus resource groups to address issues
Ensures safety and security of staff and public with responsibility for key control, Health and Safety; acts as Building Evacuation Coordinator for their assigned area
Function as the Health and Safety Coordinator for their assigned area, responsible for regular inspections and reporting, ensuring health and safety concerns are addressed, collaborating with the Safety Office
Inventory Maintenance – non-medical supplies and resources
Order, stock, process and maintain inventory of supplies/resources by working with vendors on and off campus within established guidelines for cost, suppliers, etc.;
Organize and maintain supply areas to ensure maximum efficiency for users;
Research/source/recommend items, options and suppliers as required;
Support CW Tech Team in sourcing and ordering computer-related supplies;
Allocate purchases to appropriate accounts and work orders through UW financial systems including purchase-card system
Purchase all materials within established financial boundaries; escalate requests to supervisor when special orders fall outside of boundaries
Ensure quality by inspecting goods received for shortages, damage, etc. Resolve problems when necessary.
Qualifications:
Post-secondary diploma or degree, or equivalent experience
At least three years of administrative experience supporting senior management preferably in a post-secondary setting
Experience in an office environment providing confidential administrative support
Experience in minute taking in large group meetings supporting high-level decision making is required
Superior written and verbal communication skills, highlighting ability to synthesize meeting discussion into clear and concise minutes
Highly developed customer service skills; ability to communicate comfortably with warmth and professionalism; excellent mutual delegation and teamwork skills
Proficiency with Microsoft Office suite including Outlook, MS Teams; experience with SharePoint
Excellent organization and time management ability; detail-oriented with experience managing multiple concurrent priorities; self-motivation, initiative, flexibility and responsiveness
Experience with various booking and registration systems (ex. GoSignMeUp, Eventbrite, Qualtrics, MS Teams, Electronic Health Records system, website editing) an asset
Vaccination Requirement Statement:
Effective May 1, 2022, the University suspended its Vaccination Requirement. Prior to May 1, pursuant to this Requirement, all University employees were required to submit proof of full vaccination against COVID-19 (subject to the University’s obligations under the Human Rights Code to accommodate employees who were unable to receive a vaccination). The University’s Vaccination Requirement website can be found here: https://uwaterloo.ca/coronavirus/return/vaccination-requirement.
The pandemic is ongoing and public health advice continues to evolve. Accordingly, the University reserves the absolute right to reinstate the Vaccination Requirement on short notice, and upon such reinstatement you will be required to comply. You shall also be required to comply with any new health and safety policies/requirements implemented by the University from time to time, including new policies/requirements related to mandatory employee vaccination. As the University may need to reinstate the Requirement on short notice, it will continue to collect and maintain up-to-date information on employee vaccination status. Please submit your Covid-19 vaccine status (QR code) to: https://checkin.uwaterloo.ca/
Failure to comply with the Vaccination Requirement if it is reinstated, including failure to comply with any future amendments to the Vaccination Requirement, or failure to comply with new health and safety policies/requirements implemented by the University, including those related to new mandatory employee vaccination, shall result in discipline up to and including termination of employment.
The requirement to be vaccinated, if reinstated, will be subject to the duty to accommodate pursuant to the Human Rights Code. If you are unable to be vaccinated for reasons related to a ground protected under the Human Rights Code, you may submit a written request for accommodation with an explanation of the reasons and/or any supporting documentation. If you request accommodation, the University may follow up with you for further information if necessary.
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 of the Neutral, Anishinaabeg and Haudenosaunee peoples. The University of Waterloo is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.
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 Inuit/Inuk, Black, racialized, a person with a disability, women and/or 2SLGBTQ+.
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
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.