Administrative Assistant

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Posting Information:
This posting is for an existing vacancy.

The internal posting deadline for this position is October 29, 2026 at 11:59PM

Job Description:

Primary Purpose 

The 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 Accountabilities 

Executive Assistant to the Chair 

• Provide comprehensive direction and guidance to the Chair to meet the teaching, research, outreach and advancement activities/goals of the department 

• Ensure 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 attention 

• Manage 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 students 

• Provides direction and prepares confidential information on behalf of the Chair 

• Ensures continuity when transitioning academic administrators through effective record keeping, training and mentoring 

• Manages Chair’s calendar, schedule and activities; coordinates often unexpected changes to detailed arrangements 

Faculty Relations Administration  

• Supports the Chair in recruiting, appointments, evaluations, promotion and retention of Faculty members 

• Provides direction and guidance to DACA chairs in the recruitment of new hires 

• Develops 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 documentation 

• Leads onboarding and immigration procedures for new Faculty members; ensures all support services are arranged 

• Provides direction and guidance for Faculty Performance Evaluation process and timelines, in consultation with the Chair and according to the Memorandum of Agreement 

• Manages the Faculty Performance Evaluation submission process, including submission summaries and evaluation letters for faculty members on behalf of the Merit Review Committee 

• Manages the Promotion and Tenure process, in consultation with the Chair, according to Policy 77 

• Manages sabbatical submissions; informs faculty of deadlines, reviews requests in consultation with the Faculty of Science Administrative Officer and in accordance to Policy 3 

• Manages academic appointments and serves as a resource for policy and procedures related to academic appointments, overload, administrative appointments, leaves and retirements 

• Manages schedules, deadlines and documentation submitted to the Chair. 

Departmental Administration 

• Manage appointments, renewals, immigration documents and onboarding for Post-Doctoral Fellows, Research Associates, Sessional Instructors, Visiting Researchers and IVGS students 

• Provides direction and guidance on policy changes and implementation 

• Organizes travel and logistics for Department Guest Seminar Series 

• Coordinates travel expense claims for faculty candidates, external guest speakers and visitors 

• Coordinates information for Academic Program Review brief including gathering faculty CVs, faculty statistical date and research output; coordinates site visit 

Departmental Committee Resource 

• Provides resource support for departmental committees and sub-committees 

• Develops administrative structure for committee membership, membership recruitment and meeting operations; Manages confidential voting procedures for elected committees 

• Provides direction and advice to committee chair on procedures for formal submissions and contracts; works in partnership with Chairs to create final reports and submissions 

Departmental Communications  

• Manage development and maintenance of department website, events calendar and social media accounts in accordance with the Faculty of Science strategic plan 

• Develop and maintain faculty, research and student group web pages using WCMS 

• Work with Science Communications staff to develop and prepare content for research impact stories 

• Manage electronic display Biology in consultation with Science Communications 

• Records minutes for monthly Executive and Department Meetings and posts to SharePoint 

• Update SharePoint site while ensuring proper permissions are in place to maintain security and confidentiality of posted documents 

Departmental Events  

• Manage 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, Visitors 

Required Qualifications  

Education 

• University degree or equivalent combination of education and experience 

Experience 

• 3+ years of senior administrative experience in an academic environment is preferred 

• Experience interpreting university policies and procedures is as preferred  

• Experience making independent decisions and handling confidential information with minimal supervision is essential 

• Administrative experience in a complex, dynamic and fast-paced environment necessary with ability to manage multiple priorities concurrently and accurately 

Knowledge/Skills/Abilities 

• Demonstrate a high level of professionalism and handle situations with tact and diplomacy 

• Excellent interpersonal and communication skills (verbal and written) are required 

• Excellent organizational skills, strong attention to detail, and the ability to prioritize multiple tasks in a high volume office 

• Excellent working knowledge of Microsoft Office, Outlook Calendar, SharePoint, Adobe, WCMS3, Workday, and Immigration forms. 

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.