Administrative and Operations Coordinator

University of Waterloo; Kitchener; On-site; CAD 50,000 - 63,000; Full time

Job summary

An esteemed Canadian university in Kitchener seeks a full-time Administrative Assistant for the School of Pharmacy. The role involves providing customer service and administrative support, managing operations of the Pharmacy Library Resource Centre, and assisting in special events. Ideal candidates will have strong communication and organizational skills, along with five years of experience in similar roles. This is a temporary position for one year with a competitive salary range.

Qualifications

• 5 years of customer service and administrative experience.
• Experience managing calendars.
• First aid certification or willingness to become certified.

Responsibilities

• Provide customer service and administrative support for the School of Pharmacy.
• Manage parking and building maintenance.
• Support PharmD students with the Pharmacy Library Resource Centre.

Skills

Excellent customer service skills

Responsive with a service-oriented attitude

Exceptional verbal and written communication skills

Experience with Microsoft Suite of products

Attention to detail and accuracy

Education

Some post-secondary courses or certificate diploma degree

Tools

Microsoft Office

Video editing software

Qualtrics

Job description

At theUniversity of Waterloo we create and promote a culture where everyone can reach their full potential. As an employee you get support & opportunities that empower you to advance your career. Explore how we can bring big ideas to life together. The University is a welcoming workplace for those of all abilities interests and expertise. As part of our workforce you can do what you do best every day.

Learn more about our recruitment process.

Job Requisition ID : Time Type :

Full time

Employee Group : Staff

Job Category :

Academic Administration

Employment Type : Temporary

Department :

Faculty of Science - School of Pharmacy - Administrative Support

Hiring Range : 50006.31 - $62507.89

Posting Information :

Term : 1 year

This position is being offered as a contract.

Job Description : Primary Purpose

The primary functions of this position are to : (1) provide customer service and administrative support to faculty staff students and visitors for the general operation of the School of Pharmacy; (2) support our PharmD students through day-to-day management of the Pharmacy Library Resource Centre; (3) manage parking and building maintenance; (4) assist in special event planning and execution; (5) provide back up support for the Faculty Relations & Administrative Manager and the Financial Officer in terms of Facilities management . The Administrative Assistant reports to the Faculty Relations & Administrative Manager and works closely with the Administrative Officer on facilities management.

Key Accountabilities

Administrative

• Provides effective customer service and handles general inquiries from external visitors faculty and staff undergraduate and graduate students
• Answers all general telephone and e-mail inquiries ensuring follow-up in a timely manner
• Monitors Lobby TV screen
• Works with the Schools contracted security service providing front-desk backup deliveries (mail courier perishables) taxi service and booking / monitoring of student space
• Responsible for all room bookings for undergraduate and graduate courses seminars exams (including finding appropriate rooms for special accommodation exams) events; undergraduate student spaces (fishbowls)
• Manages the Pharmacy Calendar
• Provides logistical and administrative support for onboarding and new hire processes as directed
• Coordinates the Schools e-waste removal and confidential shredding
• Monitors the Schools copy machines ensuring all are in working order have adequate paper and toner supplies and makes service calls as required
• Maintains emergency contact information for research labs
• Responsible for ordering supplies and maintaining a supply inventory for commonly used items for administrative and teaching purposes
• Responsible for courier services and the UW web-based shipping system (2Ship) for administrative and teaching purposes
• Responsible for incoming and outgoing daily mail distribution and maintaining the 3rd floor mail room
• Responsible for the notification to researchers of perishable orders received by the School
• Supports School-wide events (e.g. OSCE research seminars and other meetings and special events) by managing logistics including lunch / refreshment ordering / invoicing and set up
• Responsible for general upkeep of School common areas supply and storage rooms and the loading dock
• Coordinates orders surplus items and storage with Central Stores
• Oversees and acts as main contact for WUSA caf including deliveries oversight of WUSA co-op student assistants basic upkeep and feedback on space / inventory
• Manages locker assignments and de-assignments for approximately 480 students
• Provides backup support for Faculty Relations & Administrative Manager during vacations and absences
• Serves as Secretary to the Core Users Group scheduling meetings setting agendas collecting reports minute taking membership management and reporting; maintains the official record
• Other duties as assigned

Parking and Building

Oversees and manages parking reports and token reconciliation

Responsible for all aspects of School parking (Lot 3 Faculty & Staff and the pay-per-entry Visitor Lot) including :

answers parking-related questions and ensures parking instructions are kept up-to-date and accurate

sells scratch tags for Parking Lot 3 and tokens for the Visitor Lot

distributes complimentary scratch tags for Lot 3 and complimentary tokens for the Visitor Lot as directed

collects funds generated from parking tag / token sales and complies for deposit

maintains parking tracking spreadsheet including monthly reconciliation used for invoice preparation by the Financial Officer

liaises with Sustainable Transportation and the City of Kitchener regarding special parking considerations

assists the Alumni Advancement & Engagement Coordinator in parking arrangements for special events

Monitors condition of building including classrooms washrooms meeting rooms etc. for ongoing maintenance

Makes referrals to Plant Operations Maintenance Emergency as required and follows up as appropriate

Manages and initiates work orders (billable and non-billable) using ARCHIBUS system; submits emergency maintenance requests to the 24-hour telephone / email system

Manages and coordinates work requests with Plant Operations for routine building maintenance issues and renovations

Assists the Financial Officer with managing office (faculty staff graduate students) space and key permits

Other duties as assigned

Pharmacy Library Resource Center

Responsible for the day-to-day operations of the Library Resource Centre including :

hold requests

signing-out books and processing book returns using circulation software

re-shelving books and maintaining a spreadsheet of books re-shelved

comparing book purchases spreadsheet (provided by the Pharmacy Liaison Librarian) to the physical collection and Primo

assisting the Pharmacy Liaison Librarian with collection weeding tasks

adding new inserts to print resources

sending books for repair / new spine labels

setting up appointments with alumni / community members to use the Library

notifying Liaison Librarian when books are requested that we dont have in the collection

collection inventory

Attends the Annual Meeting on Circulation Services by main campus Library staff

Using spreadsheets provided by Pharmacy staff provides Library access for Preceptors Residents RCCs Assessors External TAs Adjuncts and Sessionals; this includes adding and deleting accounts

Oversees the Library Resource Center physical space

Health & Safety

Monitors stock and manages logistics / supplies of the Schools Menstrual Equity program

Inspects and stocks first aid kits on a regular schedule and maintains first aid stations

Serves as Secretary to the Health Sciences Campus Joint Health & Safety Committee which includes scheduling meetings setting agendas collecting accident and incident reports (for HSC JHSC) minute taking membership management and reporting; maintains the official record of the HSC JHSC and manages the HSC JHSC bulletin board

Required Qualifications

Education

Some post-secondary courses or certificate diploma degree; equivalent experience will be considered

First aid certification; or willingness to become certified and identified as a School First Aider

Experience

5 years of customer service and administrative experience

Experience managing calendars

Experience with Microsoft Suite of products

Experience with Video editing software and / or Qualtrics is an asset

Experience with event planning

Knowledge / Skills / Abilities

Excellent customer service skills; responsive with a service-oriented attitude using judgement and tact

Ability to take initiative and problem-solve

Exceptional verbal and written communication skills

Knowledge of Microsoft suite of products (Word Outlook Excel PowerPoint)

Attention to detail and accuracy

Ability to effectively manage competing priorities from multiple stakeholders

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 Mtis 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 or ext. 45935.

Required Experience :

Key Skills

Fashion Retail,Advisory,DCS,Activex,Jboss,Architecture

Experience : years

Vacancy : 1

Monthly Salary Salary : 50006 - 62507