Administrative Assistant

  • University of Waterloo
  • Waterloo, Ontario, Canada
  • Nov 06, 2023
Full-Time Administrative Support

Job Description

Administrative Assistant

Requisition ID 2023-11183
Department Chemistry
Employment Type Permanent
Time Type Full-Time
Hiring Range $54,119 - $67,649
Job Category Administration
Job Location : Location CA-ON-Waterloo


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 including Visitors, Post-Doctoral Fellows, Research Associates, etc. The incumbent will provide essential services to the Department facilitating the smooth and efficient operation of departmental activities in a manner consistent with the Department’s goals and objectives. The Administrative Assistant manages confidential records and provides administrative support to the Chair, Associate Chairs and Administrative Officer. The Administrative Assistant is equally accountable to the Chair and the Administrative Officer.


Administrative Assistant to the Chair and Support to Administrative Officer

  • Provide comprehensive direction and guidance to the Chair to meet the teaching, research,
    outreach and advancement activities/goals of the Department;
  • Ensures the effective functioning of the Chair’s office through meeting management, document
    creation/management and travel arrangements; keeps Chair apprised of priorities and urgent
    matters requiring immediate attention;
  • Provide direction and prepares confidential information on behalf of the Chair;
  • Provide advice and guidance on policies and procedures related to faculty recruiting, tenure and promotion, merit, sabbaticals and appointments;
  • Provide administrative support for program reviews including requesting data and preparing and summarizing statistical reports;
  • Arrange Department, Promotion and Tenure, DACA, Safety and Executive Committee meetings on behalf of the Chair and Administrative Officer;
  • Prepare minutes for Executive Committee, Department, and Promotion and Tenure Meetings and distribute the minutes to the committees and posts on the internal SharePoint site;
  • Prepare confidential information on behalf of the Chair and Administrative Officer;
  • Monitor committee membership and manages confidential electronic voting process for renewals and new appointments;
  • Coordinate bookings for departmental events (rooms, audiovisual, catering etc.);
  • Coordinate travel arrangements for faculty hires
  • Assist with strategic projects under the direction of Chair, Associate Chairs and Administrative Officer;
  • Facilitate administrative continuity as academic administrator appointments change through effective record keeping, training and mentoring. Provides stability during the transitional periods of a new Chair;
  • Provide informed support on Departmental, Faculty and University procedural practices as well as detail historical context which is important in providing appropriate background knowledge to the new Chair to make informed suggestions and decisions

Faculty Recruiting

  • Coordinate advertising and submit advertisements to the appropriate channels for faculty recruiting according to university policy;
  • Set up the Online Faculty Application System (OFAS) for the submission of candidate applications and letters of reference from referees;
  • Maintain candidate database and ensure applications are complete;
  • Schedule candidate visits and oversee interview process, including booking meeting rooms, arranging meetings, meal reservations and advertising visits to the Department;
  • Coordinate candidate travel arrangements including hotel and transportation, and assist with reimbursement claims; 
  • Coordinate DACA meetings and prepare UARC documents;
  • Act as a resource person to newly-hired faculty members to answer questions and provide resources related to the Department, Faculty and University

Tenure and Promotion

  • Coordinate tenure and promotion proceedings, in consultation with the Chair, according to university policies;
  • Review candidate briefs for accuracy and completeness;
  • Prepare summary data for candidate briefs as needed/requested by the Chair (e.g. student evaluation scores, peer evaluations);
  • Schedule DTPC meetings and take minutes;
  • Coordinate the final brief and submissions to the Faculty of Science

Faculty Merit

  • Establish department merit review timeline in conjunction with the Dean of Science Office and policy;
  • Collect faculty submissions (CV’s and merit templates) and upload to SharePoint including course evaluation summaries and statistics for the Merit Committee;  
  • Prepare summary of final merit ratings and submit to the Dean of Science Office;
  • Prepare confidential summary sheets for each faculty member and arrange follow-up meetings with the Chair as required

Sabbaticals and Leaves

  • Communicate sabbatical information and application deadlines to faculty members;
  • Review sabbatical application forms for completeness and oversee approval process;
  • Calculate and verify sabbatical leave entitlements;
  • Provide information on policies, processes and deadlines for other leaves, retirement and termination

Academic Appointments

  • Prepare appointment contracts for new faculty, associate chairs, sessional instructors, post-doctoral fellows, research associates, visiting scholars, adjuncts, cross-appointments and volunteers;
  • Prepare immigration documents for foreign workers and international visitors in consultation with the University immigration specialist;
  • Prepare welcome package for new appointments and assist with the onboarding process including email and office set-up;
  • Monitor contract end dates for definite term and probationary term appointments and ensure renewals are processed in a timely manner;
  • Submit termination notifications in Workday for completed contracts and faculty retirements

Supervisory Responsibilities:

  • Collaboratively with the Administrative Officer establishes workloads of the main office staff;
  • Evaluate, prepare, and conduct annual performance evaluation for the P/T direct reporting staff role and meet with the staff member to discuss their evaluation;
  • Handle discipline issues for direct report in consultation with the Administrative Officer;
  • Involved in the recruitment, interview, selection and onboarding process for new Chemistry office admin staff with the Administrative Officer. Maintain constant communication with Human Resources during the hiring process

Administrative Support for CHEM 494 Project

  • Set up and maintain CHEM 494 website;
  • In collaboration with the Chair establish deadlines for the interim/final reports;
  • Organize the logistics for the CHEM Orientation session held in September and the CHEM 494 seminar day and reception each March;
  • Responsible for coordinating all aspects of the CHEM 494 marks including compile and upload final grades via LEARN for the Registrar’s Office;
  • Typical enrolment numbers for CHEM 494 are approximately 75 undergraduate students

Other Administrative Support

  • Arrange for Immigration (IMM5802) form for all work permits for IVGS students
  • Assist with International Visiting Graduate Student (IVGS) applications; collect required signatures and send to GSPA for processing. Communicate with GSPA contact as necessary
  • Review grant cover sheets submitted by faculty via the ORA portal for completeness before they are sent along to the Chair/Dean for approval
  • Create and maintain a confidential database to track faculty career milestones (tenure, promotion, merit, leaves, committee membership, teaching records etc.);
  • Create and maintain confidential files for sessional instructors, post-doctoral fellows, research associates, visiting scholars, adjuncts, cross-appointments and volunteers;
  • Assist with maintaining confidential staff member files in the Department of Chemistry (performance evaluations, leaves, and all other relevant documentation);
  • Advise department members of deadlines, schedules and documents to be submitted to the Chair; receive and monitor submissions;
  • Advise department members of university policy changes and implementation;
  • Assist with the ordering of textbooks for Undergrad and Graduate courses (if needed) and as required by the Department; serves as a liaison person to the Bookstore;
  • Provide updates and revisions to the Departmental website;
  • Other duties as assigned by Chair or Administrative Officer


  • Undergraduate degree or equivalent combination of education and/or experience
  • 3+ years of senior administrative experience in an academic environment is preferred
  • Experience working in an academic department is preferred
  • Experience interpreting university policies and procedures is an asset
  • Experience in minute taking is required
  • Experience making independent decisions and handling confidential information with minimal supervision is essential
  • Experience supervising others is an asset
  • Previous experience in recruitment and promotion of faculty members is preferred
  • Previous experience in the tenure and promotion process is preferred
  • Administrative experience in a complex, dynamic and fast-paced environment necessary with ability to manage multiple priorities concurrently and accurately
  • Demonstrate a high level of professionalism representing the Department both within and external to the University and handle situations with tact and diplomacy
  • Ability to exercise good judgment and discretion and work independently with minimal supervision
    within a fast-paced, deadline driven, multi-tasking environment
  • Proven high-quality customer service interactions with faculty, staff and students
  • Demonstrate ability to maintain strict confidentiality and sound knowledge of university policies and procedures
  • 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 the Microsoft Office Suite, Outlook Calendar, SharePoint, Adobe, LEARN, TEAMS, OR Portal System, Xakia (Immigration Portal), OFAS (online application system), WCMS

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 co-ordinated within our 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+.


All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.


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  or 519-888-4567, ext. 45935.