Administrative Officer
University of Waterloo
Waterloo, ON
The Administrative Officer is a primary advisor to the Principal Investigator and Program Director of the Transformative Quantum Technologies program (“TQT Leadership”) on Human Resource (HR) related matters. The Administrative Officer leads the effective HR operations for the TQT program, ensuring compliance and high performance across recruitment, retention and reporting activities. This position supports a diverse and equitable community comprised of faculty, research assistant professors, visiting/adjunct/affiliate researchers, postdoctoral fellows (PDFs), undergraduate and graduate students, and staff. The primary day-to-day activity involves the recruitment and continuous support of PDFs and students, or highly-qualified personnel (HQP)

This position is contigent on funding.

Recruitment and Compensation

Lead and implement best practices related to recruitment, orientation, evaluation and retention of research team members
Complete all paperwork related to the recruitment and contract extension of HQP, research appointments and staff engaged in the TQT program
Provide administrative support, as appropriate, for the recruitment of faculty and research assistant professors
In coordination with UW’s Legal and Immigration Services, ensure adherence to all applicable laws, regulations, UW policy and best practices in hiring of foreign nationals and support hiring managers throughout the process including review of job descriptions, collecting information to support LMIA, vetting offer letters, assisting with visas and work permits
Develop effective recruitment strategies and assist with placing advertisements and hosting recruitment sessions
In all of the above, champion the design and implementation of measures that advance equity performance, connecting appropriately with equity initiatives across campus Policy and Practice
Provide expert advice to TQT leadership in the interpretation and application of applicable laws, regulations, CFREF grant, UW and Faculty-specific (Math, Science, Engineering) policies,
procedures, and practices in the area of HQP, faculty and staff employment and recruitment, with particular attention to issues of employment standards, employment equity, and hiring of foreign nationals
Provide counsel on a diverse range of human-resource related items, including faculty start-up grants, research funds, and moving expenses; salary norms, salary anomalies and recommended redress, competitive retention offers; and workplace accommodation as per Occupational Health
Provides routine response, resolution and consultation on staff and researcher related issues
Maintain awareness of current trends and changes on University and regulatory policies related to human resource practices
Offer expert counsel to TQT hiring supervisors on matters relating to graduate students that may be specific to each faculty and department
HQP Support

Support a vibrant and inclusive community of HQP, promoting effective engagement and seamless progression as they move through the system
Inform HQP of important dates (committee meetings, progress reports, deadlines and events) and expectations (policies, procedures, guidelines and required training), and monitor activity to
proactively support compliance and participation, and initiate any course-correction measures as appropriate
Consult with HQP’s supervisor(s), home department, faculty, immigration specialist and other relevant parties to ensure policies and procedures are being followed
Act as a resource to the HQP community, answering their questions in an effective manner

Develop and implement human resource procedures in accordance with internal policy and current legislation
Design and implement risk measures to assist the TQT community in achieving compliance, such as automated workflows that enable follow-through of required processes
Coordinating with Human Resources, Institutional Analysis and Planning, IQC outreach program administration and others as appropriate, conduct monitoring and reporting on equity performance and compile appropriate supporting documentation
Verify that all University and regulatory policies and procedures have been documented, implemented, and communicated, and maintain records of compliance
Provide researcher and employee training on compliance related topics, policies, or procedures
Monitoring and Reporting

Prepare and maintain employment records for all individuals connected to the TQT program, related to events such as hiring, termination, leaves, transfers, or promotions, and including assignment to TQT projects as appropriate
Alert the appropriate university stakeholders in regards to upcoming termination dates in order for these appointments to be handled in accordance with University policy
Maintain and update human resources documents, such as organizational charts, employee handbooks or directories, or performance evaluation forms
Perform exit and declined offer interviews with researchers

On behalf of TQT leadership, entrusted to communicate with prospective faculty members, research assistant professors, postdoctoral fellows, HQP and other individuals connected to TQT program
Draft official correspondence including appointment and renewal letters, coordinating with faculty and departments as appropriate, as well as complex and sensitive communications
Establish effective working relationships with human resource professionals internal and external to the university and acts as a liaison between Departmental Chairs/Directors and their assistants, on such matters as immigration and procedures related to faculty and researcher appointments
Bachelors degree, advanced degree preferred
Professional training in human resource management, progression towards CHRP preferred
Minimum five (5) years progressive responsibility in an academic setting, resulting in a strong understanding of the university’s collegial and complex organizational structure and governance
Experience working in a large faculty setting with broad exposure to various types of academic and staff appointments preferred
Demonstrated ability to identify issues of concern and potential concern, and to advise, coach, and manage toward creative and effective solutions
Advanced knowledge of and experience interpreting UW policies, procedures, and guidelines, as well as familiarity with employment standards, employment equity, and immigration of nonCanadians for the purpose of employment are preferred
Talent and drive to lead human resource operations
Evidence of exceptional ability and a track record of achieving operational excellence in an academic environment
Proficient with the use of electronic records systems in a university setting
Demonstrated advanced use of tracking and reporting software including for example, MS Excel / Access / Project, or similar commercial products
Experience using HR software such as PeopleSoft HRMS, OnBase, QUEST and recruitment software such as iCIMS
Demonstrated ability to communicate effectively in all mediums with a range of stakeholder groups, namely researchers
Demonstrated negotiation skills, ability to influence others towards a unified purpose and promote a respectful and inclusive culture
Proven attention to detail with a high level of accuracy
Ability to work effectively as part of a team, as well as independently