Administrative Assistant

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Job Requisition ID:

2025-00216

Time Type:

Full time

Employee Group:

Staff

Job Category:

Administrative Support

Employment Type:

Temporary

Department:

Faculty of Mathematics – Applied Mathematics – Administration

Hiring Range:

$50,006.31 – $62,507.89

Posting Information:

Term: 18 months

This role is a temporary contract.

Job Description:

Primary Purpose

The Administrative Assistant is responsible for providing administrative support to the Schwarz Chair in the Physics and Information and AI in an efficient and effective manner. This role will include, but not be limited to, the planning, maintenance and reporting on a number of research and teaching initiatives involving the Schwarz Chair and the lab he directs, according to established policies and procedures and calendar of events.

Key Accountabilities

Scheduling and Coordination

• Provides executive assistance to the Schwarz Chair and carries out duties as assigned to meet the teaching, outreach, public relations, and research activities and goals of the lab.
• Manages the Schwarz Chair’s calendar, including scheduling meetings and appointments.
• Tracks academic schedules of students affiliated with the Schwarz Chair.
• Coordinates desk assignments, lab space usage, and seminar room bookings.
• Supports and monitors progress on the creation and outfitting of new lab space.

Financial and Institutional Reporting

• Maintains accurate financial records for all Schwarz Chair-related expenditures.
• Monitors financial records for accuracy and completeness using Unit4 and other reports.
• Prepares travel claims and expenditure reimbursements for the Schwarz Chair and his group in compliance with University Policy and Tri-Agency granting requirements.
• Maintains records of student and postdoc travel budgets and equipment allocations.
• Completes annual report forms and other institutional reporting as needed.
• Tracks status of the trust account.

Administrative Support for Personnel

• Coordinates the hiring process for students and postdoctoral scholars, including organizing application files, in collaboration with other staff.
• Tracks budget usage for student and postdoc travel and equipment.
• Maintains records and documentation related to hiring and budget allocations.

Travel and Event Logistics

• Supports the organization of conferences and workshops hosted by the Schwarz Chair.
• Manages associated conference logistics such as venue booking, participant coordination, and scheduling.
• Manages travel and accommodation arrangements and reimbursements for the Schwarz Chair and affiliated group members, visitors and graduate students.
• Coordinates logistics for visitors to the lab, including but not limited to, arranging their travel, accommodations, office space, computer access, and events associated with their visit.

Communication and Public Engagement

• Filters email messages; sends standard replies to standard inquiries.
• Acts as a frontline liaison to visitors and callers to the office of the Schwarz chair.
• Maintains and updates online profiles for the Schwarz Chair and the members of his group, including the lab’s homepage and LinkedIn, as required.
• Collaborates with other staff in the Applied Mathematics department to post openings for students and postdoctoral scholars in suitable venues.
• Coordinates preliminary communication with journalists.

Required Qualifications

Education

• Post-secondary school diploma.

Experience

• Extensive administrative support experience in a progressively responsible position, preferably in an academic environment.
• Demonstrated ability to manage the calendar of a senior leader with competing demands, changing priorities, and complicated international travel.
• Working knowledge of University financial policies, procedures and regulations an asset.
• Experience making travel arrangements and coordinating events an asset.

Knowledge/Skills/Abilities

Client Service

• Ability to respond to client needs in a timely and professional manner.
• Demonstrated ability to exercise judgment and discretion when handling confidential information.
• Proven ability to develop and maintain constructive relationships with faculty, staff, students from around the world with tact and diplomacy.

Communication Skills

• Proven business-appropriate oral and written communication skills.
• Excellent verbal and written communication skills.
• Ability to use multiple channels or means to communicate important messages.

Managing Change

• Proficiency in using technological solutions to improve processes and communication.
• Ability and willingness to be trained quickly on new procedures.
• Adaptable to changing priorities, schedules, and procedures with flexibility.
• Ability to work well under pressure and with frequent interruptions.

Problem Solving

• Ability to approach a complex task by breaking it down into component parts.
• Ability to use problem-solving skills, sound judgment, and initiative to handle complex situations as they arise.
• Sound knowledge of University policies and procedures an asset.

Planning and Organization

• Demonstrated ability to take initiative and accurately complete detailed work.
• Demonstrated ability to use sound methods to plan, track and report work.
• Thoroughness, accuracy and attention to detail are essential.

Technical

• Proficient in Microsoft Office, Outlook, Zoom, Microsoft Teams.
• Working knowledge of Unit4 and Concur systems.
• A willingness to learn new software as required.

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is coordinated within the Office of Indigenous Relations.

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 Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

Positions are open to qualified candidates who are legally entitled to work in Canada.

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 protected] or 519-888-4567, ext. 45935.

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