Department Coordinator - Jobs in Waterloo, ON

Job Description

Overview:Department Co-coordinator reports to the Administrative Officer and is responsible for providing extensive administrative and operational support to the Department and provides confidential support to the Chair of the Department including processes related to faculty appointments.Responsibilities:Administrative Responsibilities

• Acts as first point of contact for the Department/Chair, responds promptly and professionally to in-person, email and telephone inquiries; direct inquiries to appropriate people/departments
• Screens visitors and makes appointments when requested and as appropriate
• Provides support to faculty and staff in support of their teaching and research responsibilities
• Liaise with facilities regarding building/space in E6, DWE and QNC
• Responsible for issuing, returning and tracking of keys and FOBS
• Responsible for all ChE telephone requirements in E6, DWE and QNC locations
• Maintains photocopiers and coordinates printing, scanning
• Organizes and schedules departmental meetings/Chair’s calendar/committee meetings/seminars as well as classes, exams, defenses
• Coordinates both incoming and outgoing mail and shipping
• Responsible for coordinating applications for vacant faculty positions, liaising with the Offices of Vice President, Academic and Provost and Dean of Engineering regarding advertising, preparing letters, scheduling visits, arranging interviews and DACA meetings
• Coordinates sabbatical and other leave requests. Ensures all documents are received and authorized by the deadlines
• Prepares cross appointments and adjunct professor appointments
• Organizes and maintains department files, including confidential files, pertaining to the Chair’s office, human resources, and other activities
• Supports the updates of office manuals and procedures as required; contributes to the development of processes as appropriate
• Schedules meetings and acts as the recording secretary at the request of the Chair

Finance

• Responsible for departmental P-Card and expenses and makes special purchases as needed meeting compliance policies
• Conducts monthly reconciliation for telephone billing, photocopying and P-Card expenses
• Responsible for ordering supplies
• Responsible for departmental petty cash/expenses and ensure compliance with university policy
• Reconciles departmental charge outs; Analytical labs, Liquid nitrogen dispensing, etc.

Other Duties

• Creates UG timetable for distribution to department
• Coordinates tasks related to work term reports
• Assists with United Way and other departmental events
• Responsible for safekeeping and maintenance of departmental equipment such as laptops, batteries
• Provides backup for Grad and Undergrad during critical times
• All other duties as assigned by the Chair and/or Administrative Officer

Qualifications:

• Two year college diploma preferred or an equivalent combination of education and experience
• 1-2 years of administrative and/or customer service experience
• Experience within an academic environment an asset
• Excellent written and verbal communication
• Adaptable to changing priorities and requirements
• Demonstrated experience with calendar management, and scheduling
• Ability to interact with a wide variety of people including non-native English speakers in a positive and professional manner
• Intermediate experience with Microsoft suite of products (Word, Outlook, Excel, Teams, Zoom)
• Intermediate experience with SharePoint
• Database experience
• Intermediate experience with Adobe products
• Aptitude for attention to detail and accuracy

Vaccination Requirement Statement:Effective May 1, 2022, the University suspended its Vaccination Requirement. Prior to May 1, pursuant to this Requirement, all University employees were required to submit proof of full vaccination against COVID-19 (subject to the University’s obligations under the Human Rights Code to accommodate employees who were unable to receive a vaccination). The University’s Vaccination Requirement website can be found here: https://uwaterloo.ca/coronavirus/return/vaccination-requirement.The pandemic is ongoing and public health advice continues to evolve. Accordingly, the University reserves the absolute right to reinstate the Vaccination Requirement on short notice, and upon such reinstatement you will be required to comply. You shall also be required to comply with any new health and safety policies/requirements implemented by the University from time to time, including new policies/requirements related to mandatory employee vaccination. As the University may need to reinstate the Requirement on short notice, it will continue to collect and maintain up-to-date information on employee vaccination status. Please submit your Covid-19 vaccine status (QR code) to: https://checkin.uwaterloo.ca/Failure to comply with the Vaccination Requirement if it is reinstated, including failure to comply with any future amendments to the Vaccination Requirement, or failure to comply with new health and safety policies/requirements implemented by the University, including those related to new mandatory employee vaccination, shall result in discipline up to and including termination of employment.The requirement to be vaccinated, if reinstated, will be subject to the duty to accommodate pursuant to the Human Rights Code. If you are unable to be vaccinated for reasons related to a ground protected under the Human Rights Code, you may submit a written request for accommodation with an explanation of the reasons and/or any supporting documentation. If you request accommodation, the University may follow up with you for further information if necessary.Equity Statement:The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. The University of Waterloo is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.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 hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.Quick Apply

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