Department Assistant

University of Waterloo; Southwestern Ontario; On-site; CAD 47,000 - 59,000; Full time

Job summary

The University of Waterloo in Ontario is seeking a Department Assistant to support the Faculty of Engineering - Mechanical and Mechatronics Engineering. You will provide clerical, front-line reception, and operational support to keep the department running smoothly and student-centered.

The role requires strong communication, organization, and teamwork, plus the ability to manage multiple tasks under pressure.

Qualifications

• Post-secondary degree or equivalent experience preferred.
• 1–2 years in administrative/clerical work and/or front-line reception experience.
• Experience in an academic environment is an asset.
• Strong interpersonal and written communication skills; attention to detail.

Responsibilities

• Clerical and administrative support for the department's daily operations.
• Greet and assist visitors, respond to inquiries, and direct to appropriate staff.
• Manage mail, supplies, keys, and course materials; coordinate printing tasks.
• Coordinate room bookings, events, catering, agendas, and distribute minutes.
• Update department website, announcements, and monitor department monitors.

Skills

Interpersonal communication

Written communication

Time management

Organizational skills

Work under pressure

Teamwork

Cultural awareness

English communication

Education

Post-secondary degree/diploma or equivalent

Tools

Microsoft Office

Adobe Acrobat

Agile familiarity

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.

Job Requisition ID: 2026-03359 Time Type: Full time Employee Group: Staff Job Category: Administrative Support Employment Type: Temporary Department: Faculty of Engineering - Mechanical and Mechatronics Engineering - Administrative Support Hiring Range: $47,210.94 - $59,013.67 Posting Information: This posting is for an existing vacancy. Term: 1 year This position is being offered as a Secondment or contract opportunity. The internal posting deadline for this position is October 29, 2026, at 11:59PM.

Job Description

Primary Purpose

The Department Assistant provides a wide range of administrative and operational support to facilitate the day-to-day operations of the Department of Mechanical and Mechatronics Engineering (MME). This position helps to create and maintain a positive student-centered and service-oriented environment in MME.

Key Accountabilities

• Clerical and Administrative Support for the General Operation of the Department
• Acts as receptionist by responding to diverse general questions independently, promptly and courteously by way of telephone, email and office visits
• Determines the nature of needs and directs individuals to the appropriate staff member, office, or resource department based on a thorough knowledge of the department and the University
• Facilitates the daily operation of the department printer and photocopier, including trouble-shooting and processing requests for repair, monitoring supply of paper, toner, or other supplies, and replenishes as necessary
• Maintains office and coffee supplies for the department, faculty and staff
• Coordinates both incoming and outgoing mail services for the department
• Assists with the issuing, returning, and tracking of keys
• Coordinates copying, faxing, scanning, etc. of course materials, exams and other printed materials
• Submits and ensures confidentiality of print orders for course materials, mid-terms or exams
• Maintains department directory of faculty and staff listings
• Maintains records of department and teaching expenditures for supplies and copying
• Arranges parking passes for MME visitors through Parking Services

Meeting and Event Support

• Schedules bookings for all MME meeting/seminar rooms and equipment and ensures all equipment (laptop, data projectors, laser pointers) are returned
• Coordinates logistical arrangements for department special events, conferences, seminars, guest lectures, industry and senior leadership partners; including scheduling, catering; preparing and disseminating agenda packages or other materials
• Transcribes and circulates meeting minutes as required

Web/Digital Maintenance

• Updates MME website events, department news, webpages, contact details, etc.
• Creates and manages announcements and advertisements displayed on department monitors

Physical Resource Maintenance

• Submits maintenance, custodial and other service requests to Plant Operations
• Informs Plant Operations of emergencies (e.g. spills, floods, etc.) that require immediate attention to ensure these facility issues are handled promptly and appropriately

Other Duties

• Assists the Administrative Assistant to the Chair with the creation of Sessional appointments; ensures paperwork is completed and signed by the financial account holder, Vice-Dean of Engineering, and the appointee
• Processes online applications/documents received for posted faculty positions
• Provides backup support to the Administrative Assistant to the Chair during absences and vacation
• Assists with special projects and other duties as assigned by the Administrative Assistant to the Chair or the Administrative Officer

Required Qualifications

• Education Post-secondary degree/diploma preferred or equivalent combination of education and experience
• Experience 1-2 years of administrative/clerical experience and/or front-line reception/customer service
• Experience within an academic environment an asset
• Knowledge/Skills/Abilities Excellent interpersonal and communications skills, both oral and written
• Must possess cultural awareness, sensitivity and patience to communicate and interact effectively with a wide range of individuals whose first language may not be English
• Strong organizational skills, attention to detail, and good sense of logistics required
• Time management skills including adaptability and flexibility to react to unexpected and time sensitive demands
• Ability to work well under pressure of high volume and frequent interruptions, ability to stay calm during challenging times and periodic pressure
• Proven judgement, tact, diplomacy, and problem-solving skills
• Ability to work both independently and in a collaborative team environment, with the capacity to work effectively and efficiently in a complex, fast-paced and changing environment with numerous deadlines and priorities
• Knowledge of UW policies and procedures an asset
• Intermediate proficiency with Microsoft Office Suite and Adobe Acrobat
• Experience with internet or web-based applications such as Agile

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

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. Internal candidates are reviewed first before external applicants are considered. Due to the volume of applications, only those selected for an interview will be contacted.