Administrative Officer, School of Pharmacy

University of Waterloo; Kitchener; On-site; Full time

Job summary

A leading Canadian university in Kitchener is seeking a Senior Administrative Officer for the School of Pharmacy. This role involves overseeing administrative functions, financial management, and human resource strategies. Candidates should have at least 5 years of progressive experience in an administrative capacity with strong leadership and budget management skills. This is a full-time permanent position offering a dynamic and supportive work environment.

Benefits

Supportive work culture

Opportunities for career advancement

Qualifications

• 5 years of progressive administrative experience with leadership responsibilities.
• Experience in budget management and financial processes.
• Knowledge of institutional policies and governance.

Responsibilities

• Lead and oversee administrative operations and strategic planning.
• Manage human resources efficiently and effectively.
• Oversee financial operations and budgeting.
• Ensure effective facilities management.

Skills

Leadership

Organizational skills

Strategic planning

Interpersonal communication

Budget management

Human resource management

Education

Bachelor’s degree in business administration or related field

Training in human resources or finance

Tools

Microsoft Office

Workday

Power BI

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 Details

Full time. Staff. Administrative Support. Permanent. Faculty of Science – School of Pharmacy. Posting deadline: November 6 at 11:59 PM.

Job Description: Primary Purpose

The Administrative Officer (AO) is the senior administrative staff member responsible for providing leadership and oversight of the School of Pharmacy’s administrative, financial, human resources, facilities and operational functions. As a key advisor and member of the unit’s leadership team the AO supports strategic planning, policy development and implementation of initiatives that advance the unit’s goals. The AO ensures effective, efficient and sustainable operations, providing continuity through changes in academic leadership.

Key Accountabilities

Strategic Planning and Support

• Active development and support of academic programs, experiential learning, industry partnerships and community/corporate relationships.
• Develop business and experiential plans including revenue opportunities, non-academic programming, corporate partnering, special events, organizational processes and human resources.
• Develop and foster ongoing relationships with internal and external stakeholders.
• Provide the Director/Chair and Associate Directors with confidential and strategic advice, information and data to support decision-making.
• Support the development of long‑term strategies and operational plans for the School.
• Manage related research units, centres and off‑campus programs, including oversight of facilities utilization, marketing, financial management and performance.
• Serve on the Schools Executive Committee, School Council, Strategic Planning Committee and other ad‑hoc committees as required.

Human Resource Management

• Oversee and review the administrative structure to ensure that human resources are efficiently and effectively managed; ensure staffing complement and roles match strategic needs, including prioritization of tasks and workforce planning.
• Lead recruitment, evaluation, termination, promotion, and retention activities; serve as a mentor, coach and guide to staff (permanent, temporary, and casual) to ensure successful, collaborative execution of responsibilities.
• Advise the Chair/Director on hiring and evaluation procedures for faculty and non‑faculty appointments.
• Serve as key liaison with the Faculty Executive Officer and Human Resources on all human‑resource matters.
• Ensure strong internal communications of administrative matters and changes.

Financial Oversight

• Oversee development of the School’s annual operating budget.
• Provide financial input to the School’s strategic plan.
• Ensure funds are available to support the School’s strategic priorities.
• Provide high‑level direction to the Financial Officer to ensure that all operating, trust, endowment and research accounts are soundly managed, including internal controls and monthly reconciliation of accounts.
• Oversee asset management.
• Liaise with the Office of Research for School activities; monitor expenditures and commitments on faculty research grants and projects under the framework of Research Financial Compliance.

Facilities Oversight

• Manage space allocation for faculty, staff and students.
• Manage and coordinate building maintenance, building projects, renovations and new construction projects.
• Authorize the purchase and allocation of equipment and furnishings to ensure staff have the resources required to work efficiently and effectively.
• Oversee building access and key distribution.
• Oversee emergency operations, procedures and building security.
• Approve all events using School facilities.

Operational Oversight & Special Projects

• Serve as primary source within the School for interpretation and application of University Faculty and School policies, procedures and guidelines.
• Develop and oversee work processes that best support the operations.
• Ensure adequate supply and quality of technology; upgrade to new/emerging technology for availability of leading‑edge capability; maintain ongoing technology support.
• Oversee health, safety and wellness of the School; lead and participate in related committees as required.
• Oversee sustainable and green initiatives within the School.
• Responsible for records and information management within the School in accordance with University policies and guidelines.
• Oversee or lead special projects (e.g., accreditation process) as needed within the School.
• Advocate for Pharmacy staff who work at a satellite campus in the downtown core.

Required Qualifications

Education

• Bachelor’s degree in business administration, management or a related field required.
• Additional education or training in human resources, finance or operations management is an asset.
• Equivalent combination of education and senior administrative experience may be considered.

Experience

• 5 years of progressive administrative, financial and human resource management experience including leadership and supervisory responsibilities.
• Experience developing, monitoring and managing budgets and financial processes.
• Experience in a complex multi‑stakeholder environment; experience in a post‑secondary or public sector setting is an asset.
• Experience managing operations space or facilities is an asset.

Knowledge / Skills / Abilities

• In‑depth knowledge of University of Waterloo policies, procedures and practices.
• Strong leadership, organizational and strategic planning skills.
• Excellent interpersonal communication (oral and written) and relationship‑building abilities.
• Demonstrated sound judgment, discretion and tact in handling confidential or sensitive information.
• Ability to assess, analyze and resolve complex administrative issues.
• Proven ability to manage multiple priorities and meet competing deadlines in a dynamic environment.
• Knowledge of institutional policies, procedures and governance structures is preferred.
• Proficiency with Microsoft Office and familiarity with enterprise systems (e.g., Workday, Unit4, Concur, SharePoint, Power BI or equivalent).

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 individuals, persons with disabilities, 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.

Other Information

Required Experience: Unclear Seniority. Key Skills: Fiscal Management, Microsoft Access, Employee Evaluation, Military Experience, Business Management, Strategic Planning, Project Management Software, Administrative Experience, Budgeting, Human Resources, Financial Management, Word Processing.

Vacancy: 1. Monthly Salary: 519 - 4567.