Department Assistant
University of Waterloo
Waterloo, ON
Overview
Term: 11 months

The Department Assistant provides a wide range of administrative and operational support to facilitate the day-to-day operations of the Department of Mechanical and Mechatronics Engineering (MME). This
position helps to create and maintain a positive student-centered and service-oriented environment in MME.

Responsibilities
Clerical and Administrative Support for the General Operation of the Department

Acts as receptionist by responding to diverse general questions independently, promptly and courteously by way of telephone, email and office visits
Determines the nature of needs and directs individuals to the appropriate staff member, office, or resource department based on a thorough knowledge of the department and the University
Facilitates the daily operation of the department printer and photocopier, including trouble-shooting and processing requests for repair, monitoring supply of paper, toner, or other supplies, and
replenishes as necessary
Maintains office and coffee supplies for the department, faculty and staff
Coordinates both incoming and outgoing mail services for the department
Assists with the issuing, returning, and tracking of keys
Coordinates copying, faxing, scanning, etc. of course materials, exams and other printed materials
Submits and ensures confidentiality of print orders for course materials, mid-terms or exams
Maintains department directory of faculty and staff listings
Maintains records of department and teaching expenditures for supplies and copying
Arranges parking passes for MME visitors through Parking Services
Meeting and Event Support

Schedules bookings for all MME meeting/seminar rooms and equipment and ensures all equipment (laptop, data projectors, laser pointers) are returned
Coordinates logistical arrangements for department special events, conferences, seminars, guest lectures, industry and senior leadership partners; including scheduling, catering; preparing and
disseminating agenda packages or other materials
Transcribes and circulates meeting minutes as required
Web/Digital Maintenance

Updates MME website events, department news, webpages, contact details, etc.
Creates and manages announcements and advertisements displayed on department monitors
Physical Resource Maintenance

Submits maintenance, custodial and other service requests to Plant Operations
Informs Plant Operations of emergencies (e.g. spills, floods, etc.) that require immediate attention to ensure these facility issues are handled promptly and appropriately
Other Duties

Assists the Administrative Assistant to the Chair with the creation of Sessional appointments; ensures paperwork is completed and signed by the financial account holder, Vice-Dean of
Engineering, and the appointee
Processes online applications/documents received for posted faculty positions
Provides backup support to the Administrative Assistant to the Chair during absences and vacation
Assists with special projects and other duties as assigned by the Administrative Assistant to the Chair or the Administrative Officer
Qualifications
Post-secondary degree/diploma preferred or equivalent education and/or experience
1-2 years of administrative/clerical experience and/or front-line reception/customer service
Experience within an academic environment an asset
Excellent interpersonal and communications skills, both oral and written
Must possess cultural awareness, sensitivity and patience to communicate and interact effectively with a wide range of individuals whose first language may not be English
Strong organizational skills, attention to detail, and good sense of logistics required
Time management skills including adaptability and flexibility to react to unexpected and time sensitive demands
Ability to work well under pressure of high volume and frequent interruptions, ability to stay calm during challenging times and periodic pressure
Proven judgement, tact, diplomacy, and problem-solving skills
Ability to work both independently and in a collaborative team environment, with the capacity to work effectively and efficiently in a complex, fast-paced and changing environment with numerous
deadlines and priorities
Knowledge of UW policies and procedures an asset
Intermediate proficiency with Microsoft Office Suite and Adobe Acrobat
Experience with internet or web-based applications such as Agile