Administrative Coordinator

uwaterloo; Southwestern Ontario; On-site; CAD 56,000 - 71,000; Full time

Job summary

The University of Waterloo seeks an Administrative Coordinator to provide administrative and operational support to the Director, Administrative Officer, and Executive Assistant in the School of Optometry and Vision Science.

You will manage schedules, coordinate meetings and events, maintain critical records, and support faculty lifecycle activities, research, and facilities coordination to help the School meet its academic objectives.

Qualifications

• 2-4 years of administrative experience, preferably in an academic environment.
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Responsibilities

• Provide administrative support to the Director and Executive Assistant.
• Maintain records and ensure accurate personnel data for Optometry.
• Coordinate meetings, agendas, and minutes for decision-making.
• Support facilities coordination and space management within the School.

Skills

Administrative support

Event coordination

Confidential information handling

Office management

Education

Undergraduate degree or equivalent combination of education and experience

Tools

SharePoint

WatProcure

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.

Time Type: Full time

Employee Group: Staff

Job Category: Administrative Support

Employment Type: Permanent

Department: Faculty of Science - School of Optometry and Vision Science - Administrative Support

Hiring Range: $56,494.16 - $70,617.70

Posting Information: This posting is for an existing vacancy. The internal posting deadline for this position is Thursday, 1 October 2026 at 11:59PM.

Job Description

Primary Purpose: The Administrative Coordinator provides administrative and operational support to the Director, Administrative Officer, Executive Assistant, and the School of Optometry and Vision Science. This role ensures the efficient coordination of the Director's Office, supports academic and strategic initiatives, and contributes to the effective delivery of administrative services across the School. The position facilitates communication, maintains critical records and processes, and supports faculty lifecycle activities, events, and facilities coordination to achieve the School's academic, research, and operational objectives.

Key Accountabilities

Administrative Support for the Director

• Assists the Executive Assistant in maintaining the Director's schedule, including coordinating meetings, prioritizing requests, and handling confidential matters
• Prepares agendas, documentation, correspondence, and meeting minutes to support decision-making and follow-up.
• Maintains electronic platform (eg. SharePoint) where best practices and relevant guidance documents are shared with faculty and staff, at the direction of the Executive Assistant
• Provide administrative support for program reviews, including requesting data and preparing and summarizing statistical reports.
• Assists in the preparation of documentation and presentations for internal and external audiences related to the School.
• Responsible for maintaining an accurate and up-to-date record of all Optometry personnel
• Supports faculty recruitment, appointments, tenure and promotion, and sabbatical processes as required with direction from the Executive Assistant.

Office Administration

• As first point of contact, responds promptly and professionally to in-person, email, and telephone inquiries; directs inquiries to appropriate people/departments, manages shared email inboxes
• Maintains an up-to-date listing of contacts and term contact lists for Optometry
• Purchases and maintains office supply inventory using department purchasing card and WatProcure
• Distributes daily mail to faculty, staff, and students and prepares shipping documents as required
• Supports the leadership team on special projects as needed
• Supports the academic team with administrative processes (eg, exam printing and pick-up, student key distribution, etc.)
• Maintains the meeting room calendars and resolves any booking conflicts within the school

Facilities and Operations

• Reports and tracks all building maintenance issues to Plant Operations and arranges for building repairs and maintenance as necessary
• Maintain and monitor the door schedule for the School & liaise with IST to keep them informed of events and changes to school access hours
• Issue key permits to incoming faculty/staff/students and visitors, and record/manage permit data in ensure accurate tracking and compliance with Key Control procedure
• Manage key and fob assignments, including distribution and collection
• Assists the Administrative Officer with office space allocation
• Maintains an internal space inventory and room availability e-record for all office and research spaces within the building
• Primary contact for signing out Optometry van keys to students and staff for clinical placements and outreach activities.
• Supports the Health and Safety Committee by scheduling meetings and minute-taking, maintaining first-aid kits, bulletin boards and completing safety inspections as required

Event Support

• Assists and supports various team members across the school, providing logistical support and day-of-event support as required
• Assists with coordinating meetings and ordering catering for staff/faculty meetings or events; may
• assist with the event setup and take down as needed
• Assists with issuing parking permits for events

Required Qualifications

Education

Undergraduate degree or equivalent combination of education and experience.

Experience

• 2-4 years of administrative experience, preferably in an academic environment.
• Experience supporting senior leadership and handling confidential information.
• Experience coordinating events or academic processes i