Administrative Assistant

University of Waterloo; Southwestern Ontario; Sur place; CAD 62 000 - 77 000; Plein temps

Résumé du poste

University of Waterloo is seeking an Administrative Assistant to support the Chair in the Faculty of Science - Biology - Administration. The role encompasses managing the Chair’s office, coordinating recruitment, tenure and promotion activities, and ensuring confidential handling of sensitive information.

You will liaise with staff and faculty, disseminate essential information, prepare documentation, and assist with events and communications to advance departmental goals.

Qualifications

• University degree or equivalent combination of education and experience.
• 3+ years of senior administrative experience in an academic environment preferred.
• Experience interpreting university policies and procedures.
• Ability to handle confidential information with minimal supervision.
• Excellent interpersonal and communication skills.
• Proficient with Microsoft Office, SharePoint, Outlook Calendar and calendar management.

Responsabilités

• Provide executive support to the Chair and manage scheduling.
• Coordinate travel and meeting logistics.
• Maintain confidential faculty records and recruitment documents.
• Support faculty hiring, appointments, evaluations, promotion and tenure processes.
• Prepare reports and communications for department leadership.
• Oversee department event coordination and communications.

Connaissances

Interpersonal skills

Communication

Policy interpretation

Decision making

Confidentiality

Formation

University degree or equivalent

Outils

Microsoft Office

Outlook Calendar

SharePoint

WCMS3

Workday

Adobe

Immigration forms

Description du poste

About Us

At the University 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 Details

Job Requisition ID: 2026-03385

Time Type: Full time

Employee Group: Staff

Job Category: Administrative Support

Employment Type: Permanent

Department: Faculty of Science - Biology - Administration

Hiring Range: $61,954.88 - $77,443.60

Internal posting deadline: October 29, 2026 at 11:59 PM

Primary Purpose

The Administrative Assistant is responsible for the efficient daily operations of the Chair’s office. The Administrative Assistant provides support, oversight and guidance for faculty recruiting, tenure and promotion, faculty merit, sabbaticals and academic appointments. The Administrative Assistant provides essential services to the department and facilitates smooth and efficient operations of department activities, in a manner consistent with the department’s goals and objectives. The Administrative Assistant meets directly with staff and faculty to communicate and disseminate essential information and provides confidential advice including interpretation of policies and procedures. The Administrative Assistant also provides critical special event and communications support for the department.

Key Accountabilities

• Executive Assistant to the Chair: Provide comprehensive direction and guidance to the Chair to meet the teaching, research, outreach and advancement activities/goals of the department.
• Ensure the effective functioning of the Chair’s office through meeting management, document creation/management and travel arrangements; keeps the Chair apprised of priorities and urgent matters requiring immediate attention.
• Manage departmental systems for confidential/sensitive files, correspondence and database for Faculty, Cross-appointed Faculty, Adjunct Faculty, Sessionals, Post-Doctoral Fellows, Research Associates, visitors, volunteers, IVGS students.
• Provides direction and prepares confidential information on behalf of the Chair.
• Ensures continuity when transitioning academic administrators through effective record keeping, training and mentoring.
• Manages Chair’s calendar, schedule and activities; coordinates often unexpected changes to detailed arrangements.
• Faculty Relations Administration:
• Supports the Chair in recruiting, appointments, evaluations, promotion and retention of Faculty members.
• Provides direction and guidance to DACA chairs in the recruitment of new hires.
• Develops and manages processes for departmental recruitment and advertising according to Policy 76, including application systems, interview schedules, travel arrangements and logistics, appointment packages and preparation of UARC documentation.
• Leads onboarding and immigration procedures for new Faculty members; ensures all support services are arranged.
• Provides direction and guidance for Faculty Performance Evaluation process and timelines, in consultation with the Chair and according to the Memorandum of Agreement.
• Manages the Faculty Performance Evaluation submission process, including submission summaries and evaluation letters for faculty members on behalf of the Merit Review Committee.
• Manages the Promotion and Tenure process, in consultation with the Chair, according to Policy 77.
• Manages sabbatical submissions; informs faculty of deadlines, reviews requests in consultation with the Faculty of Science Administrative Officer and in accordance to Policy 3.
• Manages academic appointments and serves as a resource for policy and procedures related to academic appointments, overload, administrative appointments, leaves and retirements.
• Manages schedules, deadlines and documentation submitted to the Chair.
• Departmental Administration:
• Manage appointments, renewals, immigration documents and onboarding for Post-Doctoral Fellows, Research Associates, Sessional Instructors, Visiting Researchers and IVGS students.
• Provides direction and guidance on policy changes and implementation.
• Organizes travel and logistics for Department Guest Seminar Series.
• Coordinates travel expense claims for faculty candidates, external guest speakers and visitors.
• Coordinates information for Academic Program Review brief including gathering faculty CVs, faculty statistical date and research output; coordinates site visit.
• Departmental Committee Resource:
• Provides resource support for departmental committees and sub-committees.
• Develops administrative structure for committee membership, membership recruitment and meeting operations; Manages confidential voting procedures for elected committees.
• Provides direction and advice to committee chair on procedures for formal submissions and contracts; works in partnership with Chairs to create final reports and submissions.
• Departmental Communications:
• Manage development and maintenance of department website, events calendar and social media accounts in accordance with the Faculty of Science strategic plan.
• Develop and maintain faculty, research and student group web pages using WCMS.
• Work with Science Communications staff to develop and prepare content for research impact stories.
• Manage electronic display Biology in consultation with Science Communications.
• Records minutes for monthly Executive and Department Meetings and posts to SharePoint.
• Update SharePoint site while ensuring proper permissions are in place to maintain security and confidentiality of posted documents.
• Departmental Events:
• Manage department events by developing itineraries, schedules, arranging travel logistics and catering. Events include Seminar Series, Teaching Retreats, Advancement/Outreach events, Annual Award Ceremony, Dept. social events, Faulty Recruiting, Visitors.

Qualifications

• Education: University degree or equivalent combination of education and experience.
• Experience: 3+ years of senior administrative experience in an academic environment is preferred.
• Experience: interpreting university policies and procedures is as preferred.
• Experience: making independent decisions and handling confidential information with minimal supervision is essential.
• Administrative experience in a complex, dynamic and fast-paced environment necessary with ability to manage multiple priorities concurrently and accurately.
• Knowledge/Skills/Abilities: Demonstrate a high level of professionalism and handle situations with tact and diplomacy.
• Excellent interpersonal and communication skills (verbal and written) are required.
• Excellent organizational skills, strong attention to detail, and the ability to prioritize multiple tasks in a high volume office.
• Excellent working knowledge of Microsoft Office, Outlook Calendar, SharePoint, Adobe, WCMS3, Workday, and Immigration forms.

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 [e-mail] or 519-888-4567, ext. 45935.

About the Campus

At the University of Waterloo, we think differently, we act with purpose, and we work together. We advance learning and knowledge through teaching, research, and scholarship, nationally and internationally, in an environment of free expression and enquiry. We are a leading global research-intensive university, renowned for entrepreneurship and innovation, providing co‑op and work-integrated learning at scale with impact.

Learn more about Waterloo.