Administrative Assistant

University-of-Waterlo; Southwestern Ontario; On-site; CAD 62,000 - 77,000; Full time

Job summary

The Administrative Assistant at the University of Waterloo supports the Chair’s office in the Faculty of Science - Biology - Administration. You will manage calendars, travel, and confidential files, while guiding faculty recruitment, appointments, and sabbaticals.

Strong communication and discretion are essential for this role. Responsibilities include coordinating meetings, preparing documentation for merit review, and ensuring smooth operations for department activities.

Qualifications

• Minimum 3+ years of senior administrative experience in an academic environment.
• Experience interpreting university policies and procedures preferred.
• Ability to handle confidential information with minimal supervision.

Responsibilities

• Provide comprehensive executive support to the Chair for teaching, research and events.
• Manage recruitment processes, appointments, evaluations and tenure timelines.
• Coordinate travel, meetings and logistics for department activities.
• Maintain confidential files, correspondence and records for the department.

Skills

Microsoft Office

Outlook Calendar

SharePoint

WCMS3

Workday

Immigration forms

Education

University degree

Tools

Adobe

WCMS3

SharePoint

Job description

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 Requisition ID:2026-03385Time Type:Full timeEmployee Group:StaffJob Category:Administrative SupportEmployment Type:PermanentDepartment:Faculty of Science - Biology - AdministrationHiring Range:$61,954.88 - $77,443.60Posting Information:This posting is for an existing vacancy.The internal posting deadline for this position is October 29, 2026 at 11:59PMJob Description:Primary PurposeThe 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 AccountabilitiesExecutive Assistant to the ChairProvide comprehensive direction and guidance to the Chair to meet the teaching, research, outreach and advancement activities/goals of the departmentEnsure 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 attentionManage 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 studentsProvides direction and prepares confidential information on behalf of the ChairEnsures continuity when transitioning academic administrators through effective record keeping, training and mentoringManages Chair’s calendar, schedule and activities; coordinates often unexpected changes to detailed arrangementsFaculty Relations AdministrationSupports the Chair in recruiting, appointments, evaluations, promotion and retention of Faculty membersProvides direction and guidance to DACA chairs in the recruitment of new hiresDevelops 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 documentationLeads onboarding and immigration procedures for new Faculty members; ensures all support services are arrangedProvides direction and guidance for Faculty Performance Evaluation process and timelines, in consultation with the Chair and according to the Memorandum of AgreementManages the Faculty Performance Evaluation submission process, including submission summaries and evaluation letters for faculty members on behalf of the Merit Review CommitteeManages the Promotion and Tenure process, in consultation with the Chair, according to Policy 77Manages sabbatical submissions; informs faculty of deadlines, reviews requests in consultation with the Faculty of Science Administrative Officer and in accordance to Policy 3Manages academic appointments and serves as a resource for policy and procedures related to academic appointments, overload, administrative appointments, leaves and retirementsManages schedules, deadlines and documentation submitted to the Chair.Departmental AdministrationManage appointments, renewals, immigration documents and onboarding for Post-Doctoral Fellows, Research Associates, Sessional Instructors, Visiting Researchers and IVGS studentsProvides direction and guidance on policy changes and implementationOrganizes travel and logistics for Department Guest Seminar SeriesCoordinates travel expense claims for faculty candidates, external guest speakers and visitorsCoordinates information for Academic Program Review brief including gathering faculty CVs, faculty statistical date and research output; coordinates site visitDepartmental Committee ResourceProvides resource support for departmental committees and sub-committeesDevelops administrative structure for committee membership, membership recruitment and meeting operations; Manages confidential voting procedures for elected committeesProvides direction and advice to committee chair on procedures for formal submissions and contracts; works in partnership with Chairs to create final reports and submissionsDepartmental CommunicationsManage development and maintenance of department website, events calendar and social media accounts in accordance with the Faculty of Science strategic planDevelop and maintain faculty, research and student group web pages using WCMSWork with Science Communications staff to develop and prepare content for research impact storiesManage electronic display Biology in consultation with Science CommunicationsRecords minutes for monthly Executive and Department Meetings and posts to SharePointUpdate SharePoint site while ensuring proper permissions are in place to maintain security and confidentiality of posted documentsDepartmental EventsManage 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, VisitorsRequired QualificationsEducationUniversity degree or equivalent combination of education and experienceExperience3+ years of senior administrative experience in an academic environment is preferredExperience interpreting university policies and procedures is as preferredExperience making independent decisions and handling confidential information with minimal supervision is essentialAdministrative experience in a complex, dynamic and fast-paced environment necessary with ability to manage multiple priorities concurrently and accuratelyKnowledge/Skills/AbilitiesDemonstrate a high level of professionalism and handle situations with tact and diplomacyExcellent interpersonal and communication skills (verbal and written) are requiredExcellent organizational skills, strong attention to detail, and the ability to prioritize multiple tasks in a high volume officeExcellent working knowledge of Microsoft Office, Outlook Calendar, SharePoint, Adobe, WCMS3, Workday, and Immigration forms.Equity StatementThe 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 [e-mail] or 519-888-4567, ext. 45935.