Accountable directly to the Director and the Administrative Officer of the School of Accounting and Finance and is responsible for ensuring the smooth operation and confidentiality of the Director’s Office with a focus on service excellence in support of the efforts of the School.
Supports the teaching, outreach, public relations, research activities and goals of the School
Organizes the Director’s schedule, screens visitors, books appointments, travel arrangements and changes to detailed arrangements involving numerous others
Liaises with faculty, staff, students, and external partners for the purpose of information dissemination
Employs appropriate protocol with dignitaries and international guests by phone and in person
Handles all visitors and callers to the office with professionalism
Responds to queries and requests for information, requiring a thorough understanding of University policies and procedures
Identifies and resolves problems either independently or in consultation with senior administrators
Responsible for keeping the Director appraised of any priority matters that require his/ her immediate attention
Handles complex situations as they arise with discretion and confidentiality
Maintains utmost confidentiality concerning details of the Director’s discussions and correspondence
Organizes agendas, minutes, documentation, and provides briefing notes for the Director prior to meetings
Maintains School files pertaining to the Director’s office and his/her activities, including the compilation and maintenance of statistical information, faculty files, etc.
Drafts correspondence and prepares confidential documents for the Director’s signature as required
Organizes School administrative and committee meetings, creates agendas as requested and takes minutes as required
Provides advice and guidance on policies and procedures, including those related to tenure, adjunct appointments, etc.
Assists with writing tasks and research projects as necessary, and performs project work of a non-routine nature, as requested
Faculty Relations Administration
Works closely with the Director and DACA members in the recruitment of new faculty hires
Coordinates applications for new and vacant faculty positions, liaising with the Offices of the Vice President: Academic and Provost and Dean of Arts regarding advertising
Prepares acknowledgement and rejection letters
Schedules candidate visits and interview process, including meeting room bookings, notices, etc.
Coordinates travel arrangements and accommodations for potential new faculty members
Primary contact with recruiting candidates
Assists the DACA members in the preparation of UARC documentation
Maintains the School Faculty Position Application (FPAS) system
Maintains confidentiality of candidate files
Maintains database of statistical data for the various DACA members
Prepares pertinent paperwork for regular and sessional faculty appointments and administrative contracts
Serves as liaison with UW’s immigration specialist on Labour Market Immigration Assessment (LMIA) for non-canadian workers
Prepares sessional teaching contracts, cross and adjunct appointments
Provides an orientation to new faculty members and ensures that all support services are arranged, and provides information on university and academic policies and procedures
Monitors end dates of definite term and probationary term appointments and ensures renewals are processed in a timely manner
Tenure and Promotion
Coordinates tenure and promotion proceedings in consultation with the Director
Identifies candidates, assists with establishing a School Tenure and Promotion Committee
Provides assistance in the preparation of briefs and reviews for accuracy and completeness
Coordinates letters from external referees
Arranges meetings and coordinates the final submission to the Dean of Arts Office
Coordinates merit proceedings in consultation with the Director.
Establishes internal timelines for proceedings in conjunction with those set forth by the Dean of Arts Office
Collects year-end reports from faculty members, compiles data related to research grants, publications, teaching and service activities from same, preparing summary forms, and arranging Merit Committee meetings
Prepares spreadsheets of final merit ratings for Dean’s office and letters of evaluation for all faculty members in the School
Provides faculty members with information on sabbatical application deadlines
Reviews and ensures Request for Leave of Absence applications are complete prior to submitting to the Director and Dean of Arts Office for approval
Calculates and verifies sabbatical leave entitlements
Provides faculty members with information on policies, processes and deadlines for overload, administrative appointments, other leaves, retirement or termination
Reviews and ensures applications are complete prior to submitting to the Director, Dean of Arts Office, Provost, or Human Resources for approval
Maintains confidential faculty files pertaining to tenure, promotion, merit and discipline cases, and ensures files are secure
Compiles data and maintains spreadsheets to monitor faculty administrative tasks, committee memberships, teaching records, course critiques, candidate lists, reviews, etc.
Maintains confidential files for sessional teaching appointments, cross appointments, adjunct appointments
Provides statistics for annual reports, merit reviews, year-end reports, etc.
Maintain contact lists and update information pertaining to all faculty and staff, departmental committees, sabbaticals, etc.
Responsible for data integrity of faculty database
Prepares reports on faculty complement as required
Co-ordinates the dissemination and collection of student evaluation materials for teaching faculty
Implement changes to established procedures and processes as directed by the School, the Faculty or the University
Identify and recommend process improvements
Generate a variety of ad-hoc reports and data summaries for review
Special project analysis, research, and other duties as assigned by the Director or Administrative Officer
Some post-secondary education required and 3 years of administrative experience in a confidential/sensitive environment or an equivalent combination of education and experience
Demonstrated experience working effectively in a fast paced and sensitive work environment serving diverse clients
Excellent oral and written communication skills
Superior financial management skills
Demonstrated sound judgement, tact and discretion
Willingness to meet accepted standard of confidentiality
Strong decision-making, creative thinking, organizational and interpersonal skills
Exceptional client service skills acquired in a university setting or a multi-stakeholder environment
Familiarity with equality/equity matters
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.
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 Inuk (Inuit), 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 firstname.lastname@example.org or 519-888-4567, ext. 45935.