The responsibilities of this position encompass a wide variety of tasks to support the main office administrative team. The primary responsibilities include admissions support, office administration, and financial reconciliation. The incumbent must be knowledgeable, congenial, and professional and provide administrative services to faculty members, the Office of the Director, the Admissions and Program Manager, and the Associate Directors as required.
Issue key permits to incoming faculty/staff/students and visitors
Code security FOBS that allow access to various areas of the building
Collect and reconcile key deposits, issue refunds when required
Responsible for maintaining and monitor the security schedule for the School and the Clinic
Monitor expiring key permits
Provide support for booking rooms for meetings, seminars and/or special events
Liaise with the Bookings Office to secure room booking outside of the School’s domain (except for didactic course and lab rooms)
Responsible to keep all electronic room schedules up-to-date via Outlook
Responsible to book extra equipment when required for meetings (tables, chairs, easels, poster boards etc)
Answer main office phone lines and re-direct when required
Answer all incoming inquires and act as the first point of contact via in-person, on the phone or through email communication
Assess inquires and distribute to the appropriate personnel as required
Distribute incoming mail to faculty, staff, graduate and undergraduate students twice daily basis
Accept all parcel deliveries to the main office and distribute as required
Prepare courier and/or shipping forms when required
Monitor the daily operation of the department printer and photocopier, including troubleshooting and processing requests for repair, monitoring supply of paper, toner, or other supplies, and replenishing as necessary
Responsible for all course photocopying and scanning
Maintain faculty and staff address listings
Respond to concerns regarding heat, lighting, and ventilation by contacting Plant Operations
Responsible for electronic data management with the scanning for documents and creating
electronic copies of files and/or documents as required
Admissions and Undergraduate Studies
Accurately match all admission documents received
Respond to telephone and email inquiries regarding the admissions process and requirements
Manage OAT documents and delivery of information to Registrar’s Office.
Assist with admissions process:
Identify missing documents, discrepancies or other issues
Communicate discrepancies to the Admissions and Program Manager
Follow up with candidates to inform them of missing documents to make their files complete
Assist with the organization of the Admissions Weekend
Prepare and maintain student absence requests and documents for UGS committee
Maintain records and process locker assignments for all OD students
Process and reconcile locker rentals
Prepare block enrolments for each academic term
Pre-clinic supply management
Order and maintain all pre-clinic supplies for use in all laboratory and didactic courses
Ensure the secure storage of all diagnostic drugs and replenish only when required which results in frequent checks of drug levels within the pre-clinic
Rotate drugs on a first-in, first-out basis to ensure that expensive supplies are not expiring prior to being used within the pre-clinic
In conjunction with the course instructors, ensure that supplies are ordered prior to the start of each term
Provide support to the WLRC in keeping the drugs bins filled and up-to-date for the afterhours preclinic sessions
Provide backup support to the Graduate Advisor/Coordiantor and the Coordinator, Professional Services
Provide administrative support to the Office of the Director (Director, Administrative Officer and Financial Officer), the Associate Directors (Academic, Clinical Programs, Research and Advancement) and the Admissions and Program Manager when required
College diploma or undergraduate degree and/or equivalent education and work experience
Experience working in an administrative role within a dynamic and fast-paced environment, preferably in academia; including experience with key control, room bookings, reception and supply management
Previous experience in a customer service position and/or educational organizations is essential
Professional, reliable and team player mindset
Proven ability to work independently and as a team member in a busy deadline oriented and varied environment with changing priorities
Demonstrated ability to maintain multiple tasks involving shifting deadlines and priorities with strong attention to detail and accuracy is required
Demonstrated ability to handle confidential information with discretion
Experience with admissions and undergraduate documentation an asset
Strong communication and organizational skills
Proficiency in Microsoft Office (Work, Excel, Access) required
Experience with QUEST and OnBase an asset
Excellent human relations / inter personal, organizational, problem solving and communication (oral and written) skills required
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.