Administrative Assistant

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.
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Posting Information:
This posting is for an existing vacancy.

The internal posting deadline for this position is Thursday, November 12 at11:59PM.
Term: 1 year. This position is being offered as a Secondment or contract opportunity.  

Job Description:

Primary Purpose 

The Administrative Assistant provides comprehensive administrative and operational support to senior leaders in the Secretariat. The role ensures coordinated office operations, sound financial administration, and consistent application of institutional policies and procedures. By providing continuity, organization, and administrative stewardship, the position supports the ability of senior leaders and their teams to focus on institutional priorities, governance responsibilities, and strategic initiatives. 

Key Accountabilities 

Administrative and Operational Coordination 

• Coordinates day-to-day administrative operations to support the effective functioning of the the Secretariat. 

• Manages the calendars and scheduling of governance-related meetings in the Secretariat, prioritizing and coordinating meetings, governance-related commitments, and other responsibilities. 

• Coordinates meetings and events, including logistics, space requirements, materials, and follow-up actions as required.  

• Participates in team meetings, committee meetings, and ad hoc meetings as required, documenting discussions and following up on action items.  

• Ensures timely flow, organization, and retention of administrative information and records in accordance with office and University policies. 

• Coordinates with campus partners on administrative activities including establishing and maintaining agreements, contracts, requests and correspondence, space, access, relocations, renovations, and moves. 

• Serves as a primary administrative resource for office policies, processes and procedures, providing guidance and support related to general administration and use of institutional systems.  

• Supports Associate University Secretaries in onboarding new member coordination, and facilitating access to University systems, as required. 

• Maintains oversight of office equipment maintenance and technology inventory. 

• Provides technical support for virtual, hybrid, and in-person meetings, including preparing and testing virtual meeting platforms and room technology, and setting up meeting rooms to support effective hybrid participation.  

• Troubleshoots meeting technology and coordinates technical support as required.Acts as the health and safety coordinator for the units. 

• Provides support for projects and initiatives through tracking tasks, timelines, and deliverables. 

• Assists with the preparation, distribution, and retention of meeting materials, agendas, and supporting documentation as required. 

Financial Administration 

• Conducts purchasing to support office needs and maintains appropriate inventory levels for supplies and equipment.  

• Monitors and reconciles departmental expenses in the financial admin system, including purchasing card transaction and other expenditures. 

• Produces financial reports, reconciliations, and documentation to support accurate financial tracking and accountability. 

• Provides guidance and direction to staff regarding travel, expense reimbursement, and purchasing processes. 

• Coordinates travel arrangements and bookings as required. 

• Processes purchase requisitions, service contracts and other documentation in a timely manner, ensuring they accurately reflect all policies, contractual agreements, and budget requirements. 

• Maintains current knowledge of University financial and purchasing policies, procedures, and practices and communicates information to other team members as required. 

Communication 

• Responds to general inquiries and requests for information about the Secretariat, office activities, and services. 

• Supports information flow and communication between senior leadership offices, governance bodies, internal teams, and campus partners to facilitate coordination and adherence to timelines. 

• Distributes notices, updates, and materials to Secretariat team members and other stakeholders as required. 

• Maintains and updates non-technical, administrative content on office-managed websites and information platforms. 

• Coordinates access to systems, records, and administrative tools used by the Secretariat. 

• Assists in the preparation and distribution of routine correspondence, meeting materials, and communications on behalf of senior leaders.  

• Develops, maintains, and updates administrative communication templates, standard correspondence, and related materials to support consistent, accurate, and professional communications across Secretariat activities. 

Collaboration and Relationship Management 

• Builds and maintains positive, collaborative relationships within the office, with campus partners, and with external partners to ensure engagement, customer service, and collaboration that embody the University of Waterloo values. 

• Anticipates administrative needs and identifies solutions to address issues in a flexible, efficient manner. 

• Supports preparation and coordination for meetings, events, and visits involving senior leaders, committee members, and special guests. 

Required Qualifications  

Education 

• University degree or post-secondary diploma in office administration or a related field, or an equivalent combination of education and experience.  

Experience 

• 2+ years of experience providing administrative support in a complex organizational environment. 

• Experience in a post-secondary or similarly regulated environment is preferred. 

Knowledge/Skills/Abilities 

• Knowledge of general office administration practices, financial administration processes, and records management principles. 

• Knowledge of governance processes, committee administration, and confidential records management is an asset. 

• Effective verbal and written communication skills to exchange information clearly and professionally with diverse stakeholders. 

• Strong organizational and coordination skills to manage multiple concurrent tasks, deadlines, and priorities. 

• Strong interpersonal and customer service skills to support collaborative working relationships. 

• Excellent time and project management skills to plan, coordinate, and complete work within established timelines. 

• Proficiency in standard office productivity tools and administrative and financial systems, such as Microsoft 365, Concur, WatProcure, Unit4, and Workday are preferred. 

• Proficient administrative and financial processing skills, including tracking, reconciliation, and documentation. 

• Ability to take initiative and solve problems independently or as part of a team.  

• Demonstrated ability to manage a high volume of work with competing priorities and frequent interruptions. 

• Demonstrated ability to exercise sound judgment, discretion, and confidentiality when handling sensitive information. 

• Demonstrated ability to work independently with minimal supervision while knowing when to escalate issues. 

• Demonstrated ability to adapt to changing priorities and evolving administrative needs. 

• Demonstrated ability to work collaboratively within a team while maintaining accuracy, attention to detail and responsiveness. 

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.