Reporting to the Administrative Manager this position provides administrative support to the Chair’s Office relating to academic recruitment, tenure, promotion and retention processes as well as coordinating the submission of information and documentation required to initiate and conclude various faculty relations processes.
The Administrative Assistant to the Chair is one of the front-line positions liaising between the Chair’s Office and i) the Dean’s Office, ii) the Secretariat’s Office (in particular Visa and Immigration Support Services) iii) international visitors and local communities. The Assistant represents the Chair to all visitors and callers to the office with professional courtesy, poise and warmth; understands and employs appropriate protocol with dignitaries and international guests by phone and in person.
Administrative support to the Chair
Provides executive assistance to the Chair, including maintaining the Chair’s calendar
Organizes details for department committees and meetings, maintains meeting agenda and minutes, running election votes, follow-up on relevant business
Facilitates the collection of signatures required and prepares correspondence and confidential documents for the Chair’s signature as required
Provides Administrative Manager up-to-date information on new appointments or any other activity in the Chair’s office as they relate to department space, logistics and budget, and identifies and resolves problems
Faculty Recruitment and Visitors and Immigration
Responsible for the administrative aspects of the faculty and sessional hiring process
Prepares interview invitation letter & schedule for candidates; in coordination with the Administrative Manager arranges for local travel, hotel accommodation, on- and off-campus meals
Prepares appointment and rejection (Mathjobs) letters and Labour Market Impact Assessment as necessary
Prepares visiting and immigration documents for all faculty members, post-doctoral fellows and international visitors
Serves as liaison with the local office of Human Resources Development Canada (HRDC) and Canada Immigration (CIC) to process appointments of non-Canadians, and provides both Canadian and non-Canadian faculty members and visitors with information concerning Canadian immigration and employment policies
Provides transition support in coordination with the Administrative Manager on details including moving policy, financial and teaching obligations, as they pertain to offer letters
Academic Appointments (Faculty, Definite-Term and Post-doctoral Fellows)
Prepares paperwork for faculty, definite term and postdoctoral appointments
Coordinates with the Administrative Manager to ensures that all support services are arranged, and provides information on university and academic policies and procedures as required
In liaison with the Administrative Manager, prepares cross-appointments, adjunct appointments and administrative appointments
Monitors end dates of definite term and probationary term appointments and ensures renewals are processed in a timely manner
Coordinates details for incoming visitors, including, but not limited to, office space, computer, telephone, computer accounts, printing access
Sabbaticals, and confidential records collection and maintenance
Provides faculty members with sabbatical application materials, deadlines, and reviews sabbatical leave entitlements prior to submission to Department Chair and Dean of Math approval
Maintains up-to-date faculty, definite term, postdoctoral, professor emeritus and visitor files
Collects annual activity reports and assists with performance review process
Prepares statistics for annual reports and merit reviews
Responsible for compiling Tenure and Promotion package materials and supporting documentation in consultation with the faculty member and Chair; maintaining a schedule of deadlines and meetings; preparing draft briefs for the Chair and committee, and submission of document
Department file retention
Other general department administrative duties
Respond to general departmental inquiries, including the general department email account
Co-ordinates special events, including but not limited to, Distinguished Speaker Series, retirements, Christmas, picnic, in consultation with internal and external partners
Processes P-card transactions and manages petty cash funds; Provides financial reconciliation, to include but not limited to, special events, purchase card transactions, petty cash fund
Provides communication support for web updates
Maintains departmental lists, including but not limited to, faculty, staff and visitor lists, departmental committees, sabbaticals, sessional appointments, adjuncts, retirements
Responsible for allocation of visitor space in the department and oversight of lockbox, including key permit preparation and distribution, computer accounts, computers; holder of master key as required
Post- secondary diploma or equivalent experience in office administration
Must have at least two of professional experience providing administrative, business process and assistance to a senior leader, preferably in an academic institution
Must have demonstrated exceptional ability to manage the calendar of a senior leader with competing demands, changing priorities and complicated international travel and protocol
Must have experience in the coordination of events/meetings and briefing materials for a senior leader
Demonstrated ability to work within a high stress environment and operate with confidentiality and judgment, be comfortable in an environment that requires shifts in priorities and be able to work quickly; must be able to work independently and as part of a team
Exceptional verbal and written communication ability
Sound knowledge of university policies and procedures
Experience working in a receptionist or customer service role
Demonstrated ability to take the initiative, and accurately complete detailed work
Excellent interpersonal and relationship building skills with a demonstrated ability to handle faculty, staff and students from around the world with tact and diplomacy
International experience is an asset
Occasional evening/weekend work required for events
Intermediate ability to use computer applications including word processing (MS Word, Excel, PowerPoint, SharePoint and Outlook), database management, spreadsheets and web page editing; experience with Audio/Video internet applications is an asset (Skype, Hang-in, etc.)
Ability to compose correspondence
Demonstrated professional courtesy and discretion
Ability to handle complex situations as they arise
Ability to maintain confidentiality
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 firstname.lastname@example.org or 519-888-4567, ext. 45935.