Administrative Officer

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Posting Information:

This posting is for an existing vacancy.

The internal posting deadline for this position is Thursday, March 5 at 11:59PM
Term: 20 months
This position is being offered as a Secondment or contract opportunity.  

Job Description:

Primary Purpose

Reporting to the Executive Director, Global Futures, the Administrative Officer (AO) is responsible for the day-to-day operations, coordination, and administrative oversight of the Global Futures Networks (GFN) and the Global Futures Office (GFO). This high-impact initiative spans multiple faculties, academic support units (ASUs), and external partners, requiring exceptional professionalism, discretion, and the ability to manage complexity in a fast-paced, evolving environment. The role supports planning, financial tracking, information flow, local and international engagement logistics, and executive coordination to ensure effective operation and delivery of the GFN’s core activities in convening, connecting, supporting, and propelling the Global Futures through catalytic funding (i.e. the Global Futures Fund).

The Administrative Officer works closely with the Executive Director, GFN, faculty leads and staff, ASU leads and staff, researchers, external collaborators, and senior university leadership. The role manages information and workflows across multiple Global Futures Initiatives that comprise the GFN and provides operational continuity, oversight of financial and administrative processes, and responsive support in a confidential and professional setting.

Key Accountabilities

Support and Operational Leadership

• Provides administrative leadership to ensure smooth day-to-day operations of the GFN, GFO, and Global Futures funding and affiliated Networks.

• Manages and maintains office supplies and inventory.

• As space needs evolve for the GFO, manages the requirements and move to expanded physical space and related functions to ensure a smooth transition.

• Supports the Executive Director and other staff within the GFO in coordinating convening activities, collaborations, and interdisciplinary initiatives.

• Maintains high-level oversight of documentation, scheduling, and action tracking across the GFN and various governance and administrative bodies.

• Assists with the management of confidential files, internal correspondence, issue escalation, and resolution.

• Liaises across academic units, institutes, and external partners to support planning and implementation of collaborative projects and strategic priorities.

• Ensures strong working knowledge of university policies, governance structures, and compliance expectations, acts as a trusted resource to internal and external stakeholders.

• Promotes continuous improvement, operational efficiency, and a service-oriented administrative culture

Financial Coordination

• Assists the Executive Director in monitoring operating and project budgets, reviewing expenditures, and generating financial reports.

• Supports administration of Global Futures funding, ensuring compliance with both internal financial policies and external sponsor requirements where applicable.

• Works with a resource person from Finance to support the scheduled disbursement and reporting of the Global Futures funding, in accordance with institutional policies and practices.

• Processes invoices, travel reimbursements, and procurement requests while maintaining meticulous documentation.

• Tracks and reconciles multiple accounts, including P-cards, expense claims, and cost recoveries.

• Flags financial risks or inconsistencies and recommends corrective actions where necessary.

Administrative and Information Management

• Coordinates complex calendars, meetings, and logistics for internal and external engagements, including visits and multi-network collaboration.

• Responsible for the calendar of the Executive Director, Global Futures Networks.

• Prepares briefing materials and agendas and ensures timely follow-up on action items.

• Supports the documentation and management of governance processes, including advisory board meetings, proposal reviews, and reporting.

• Maintains digital and physical filing systems, including those related to client and stakeholder relationships, in accordance with university records retention guidelines.

• Coordinates internal project timelines and monitors administrative progress against key milestones.

• Provides project-level support for reporting to funders, senior leadership, and external partners.

Communications and Event Support

• Assists in drafting internal and external communications, including announcements, updates, briefing notes, and formal correspondence.

• Supports the coordination and execution of key events, meetings, and workshops hosted by the GFN.

• Coordinates logistics for travel and delegations in alignment with institutional protocols and priorities.

• Collaborates with communications staff to ensure event logistics and communications align with university standards and GFN priorities.

• Acts as a point of contact for inquiries related to the Fund and Networks, ensuring professionalism, discretion, and responsiveness.

Required Qualifications

Education

• Undergraduate degree in administration, management, international relations, or a related field, or equivalent combination of education and experience.

Experience

• 5–8 years of progressive administrative experience in a large, complex organization, preferably in higher education or a research-intensive environment.

• Demonstrated experience in financial coordination, calendar and workflow management, and executive-level support.

• Experience supporting multi-stakeholder or international projects is considered an asset.

Knowledge/Skills/Abilities

• Superior organizational, interpersonal, and problem-solving skills with proven attention to detail.

• High degree of discretion, tact, and professionalism in managing sensitive and confidential matters.

• Strong working knowledge of university administrative systems, policies, and governance structures.

• Proficiency in financial tracking, reconciliations, and the use of enterprise-level tools (e.g., Workday, Concur, Unit4, Microsoft 365).

• Excellent communication skills (written and verbal) and the ability to draft and format professional documents and correspondence.

• Demonstrated ability to manage multiple priorities, competing deadlines, and a wide range of relationships.

• Comfortable working independently as well as collaboratively in cross-functional teams.

• Adaptability and resourcefulness in high-change, fast-paced environments.

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.