The incumbent exercises their expertise in both project and personnel management as well as logistical and budgetary administration. The incumbent provides assistance on a wide variety of administration, management, and communication tasks, including financial management, scheduling and travel, personnel recruitment and training, reporting and communication support, and facilities management. Working either remotely or on site, the incumbent is accountable to Dr. Rooney and works in consultation with Dr. Rooney and her graduate students. This position is part-time and contingent on funding.
This is a part time position working 20 hours per week.
Prepares and reviews reimbursement claims, travel expenses, appropriate documentation and authorization in keeping with UW policies and procedures
Obtains quotes for services or equipment purchases necessary for research activities, in accordance with UW policies and procedures
Files and approves expense claims in Concur
Approves research purchase invoices in Unit 4
Approves the research cost center for casual hire research staff in Unit 4
Runs research budget reports in Unit 4 or Power BI to check for balances and notifies Dr. Rooney of any concerns or issues with the accounts
Assists with running actual transaction reports in collaboration with the Biology Financial Officer for account audit requests from the Office of Research
Supports Dr. Rooney in financial reporting to funding organizations, including appraising Dr. Rooney of deadlines, deliverables, and budget variances
Scheduling and Travel
Maintains the schedule of Dr. Rooney, including commitments to travel, proposal deadlines, student committees, etc.
Assists with planning, scheduling, reimbursement of travel, including airline bookings, hotel reservations, conference registration, etc.
Solves logistical issues including scheduling, travel, accommodations, site access, permitting, field level-risk assessments, general safety monitoring, sample and equipment transport, and submission or preservation of samples
Personnel Recruitment and Training
Designs attractive recruitment materials and distributes them on lab social media platforms and website
Coordinates onboarding and safety orientation for lab members (e.g., first aid, WHMIS) and maintains records of lab and field related training
Maintains record of emergency contact information for lab members
Updates onboarding materials, as necessary
Reporting and Communication Support
Disseminates proposal and collaboration materials
Helps design and prepare data collection forms
Inventories data collection forms and maintain records and back-up copies
Supports Dr. Rooney in preparing outreach and presentation materials for research, including graphic design and creating attractive visuals
Updates lab website as necessary, including graphic design and image creation and processing and ensures resources meet accessibility requirements (e.g., alt text for images)
In consultation with Dr. Rooney and her graduate students, works with databases to archive and preserve the integrity of datasets
Assists Dr. Rooney in the submission, proofing and correspondence related to reports, theses, and journal articles, including figure formatting
Organizes and logs monthly lab inspections for safety and bi-weekly inspections of the eye-wash stations
Inventories and maintains records of general lab supplies and procures supplies as required
Solves logistical issues around scheduling, equipment maintenance, supply ordering, and equipment sharing among lab members
Inventories and services lab and field equipment, including maintaining records
Maintains and update protocols for lab and field equipment use and storage
An undergraduate degree (BA, BSc., BFA, etc.) is required
Some training in administration and business is required; MBA-level experience is preferred. E.g., courses in management information systems, management skills development, evidence-based or quantitative decision making
Valid G class driver’s license (or equivalent) is required
Minimum 3 years of experience carrying out administration tasks, preferably in an educational institution or school setting
Some experience in botany or wetland ecology field work
Experience working under memoranda of understanding and managing confidential information (e.g., student records, sensitive data)
Experience preparing outreach and training materials
Experience supporting organizational policies
Experience preparing funding proposals/grant applications
Experience working with students and mentoring or managing junior trainees
Experience in graphic design, communications, and visual presentation of data
Expertise with MS Office software (e.g., Outlook, Teams, Excel, Word, Access, PPT)
Expertise with graphics software (e.g., Adobe photoshop, illustrator, inDesign, Image J) and creating attractive visuals for presentations, publications, and outreach
Expertise creating and using fillable PDF forms
Knowledge of virtual meeting platforms (e.g., Teams, Zoom)
Familiarity with sustainability- and responsibility-based leadership models is an asset
The role includes time-sensitive elements and may experience last minute requests with short delivery times or non-standard working hours to accommodate collaborators in different time zones
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 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 email@example.com or 519-888-4567, ext. 45935.