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Posting Information:
This posting is for an existing vacancy.

Internal posting expires Friday October 16th at 11:59 PM

Job Description:

Primary Purpose

The Administrative Coordinator plays a central role in supporting the academic, administrative, and operational functions of the School of Environment, Enterprise, and Development (SEED). The Administrative Coordinator collaborates closely with the Administrative Manager, Director, and Undergraduate and Graduate Associate Directors to advance the school’s strategic and academic priorities.

Key Accountabilities

Administrative Support:

· Consults and collaborates daily with the Administrative Manager providing a positive and initiative-taking approach to administrative systems and evolving procedural requirements.

· Provides administrative support to the Administrative Manager and Director, including preparation of documents and coordination for Academic Program Cyclical Reviews and external site visits.

· Manages the annual administrative calendar of activities and advises School members on schedules, deadlines, and documents to be submitted to the Director.

· Manage confidential voting processes for selection of members to the school’s elected committees to report to the Director.

· Provides support and assistance to new faculty, sessional instructors, postdocs, and visitors as required.

· Ensures the smooth operation of the committees (STPC, SACA, T&P), serving as a resource and liaison to committees.

· Prepares contracts for adjunct and cross-appointments.

· Prepares and maintains minutes and agendas for School meetings and retreats; follows up on relevant business as required.

· As School Health and Safety Manager, they are the liaison to the Safety Office to facilitate and advise on establishing the healthiest and safest work and educational environment attainable ensuring all mandatory safety training records for all faculty, staff, and graduate students are up to date in accordance with UW and Faculty policies and procedures.

· Develops and maintains a comprehensive procedures manual for the role.

Faculty appointments, annual review and tenure and promotion:

· Assists with faculty recruiting procedures in partnership with the Administrative Manager, the Director, and the Executive Committee.

· Receives and processes all faculty position applications; creates candidate files and monitors file progress and completeness; acknowledges applicants, contacts referees.

· Organizes applicant interview schedules and agendas with Director and Committee.

· Arranges travel, accommodation plans, agenda, immigration paperwork, and completion of reimbursement claims.

· Works with the Director to organize and prepare a draft of the UARC report.

· In consultation with the Director, develops, distributes, and collects all documents related to the annual faculty activity report process.

· Supports and ensures the School Tenure and Promotion Committee (STPC) follows UW policies and procedures.

· Prepares tenure and promotion packages consistent with university requirements; collaborates with the Director in preparing briefs as required for STPC review; submits formal documents to the Dean’s office.

General Duties:

· Actively maintains the school website and school communications.

· Completes and authorizes all key permits for SEED graduate space, monitors usage and the re-call process.

· Acts as primary contact for the scheduling of rooms and equipment.

· Manages all aspects of course and exam scheduling, including timetables, course coordination, cross listing, exam planning, syllabus administration, and distribution of course materials.

· Acts as the principal communications liaison with Plant Operations, assigned external contractors; also coordinates purchases from suppliers.

· Provides administrative support for graduate and undergraduate programs including graduate admissions and undergraduate student advising, during peak periods and backup during staff absences.

· Coordinates arrangements for School visitors and processes reimbursement claims as required.

· Provides administrative coordination and logistical support for the school’s outreach and

recruitment activities, ensuring smooth execution of events, communications, and

engagement initiatives.

· Assists the Administrative Manager with the Social Committee, organizes special events, and maintains event financial management.

· Maintains School UW Purchasing Card.

· Administers visitor-parking permits.

· Performs other duties and assists with special projects as assigned.

*All employees of the University are expected to follow University and departmental health and safety policy, procedures and work practices at all times. Employees are also responsible for the completion of all health and safety training, as assigned. Employees with staff supervision and/or management responsibilities will ensure that assigned staff abide by the above, and actively identify, assess and correct health and safety hazards, as required.

Required Qualifications

Education

· Undergraduate degree or equivalent combination of education and experience.

Experience

· Minimum 3-4 years of administrative experience including managing schedules and minute taking.

· Intermediate experience with Microsoft Suite, SharePoint, Web management, and UW Infoslem Scheduling system (an asset)

Knowledge/Skills/Abilities

· Excellent knowledge of and demonstrates experience interrupting UW policies and procedures

· Well-developed analytical, customer service, and communication skills (oral and written).

· Demonstrated discretion and respect for confidential information and processes.

· Strong interpersonal skills with the ability to interact in a positive and supportive manner.

· Aptitude for attention to detail and accuracy are essential.

· Proven capacity to work independently with minimal supervision and collaboratively in a fast paced environment with shifting priorities.

· Demonstrated high level of organization and ability to manage high volumes of activity and change.

· Demonstrated ability to take initiative with a commitment to process improvement.

· Demonstrated ability to problem solve.·

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 [email protected] or 519-888-4567, ext. 45935.