Administrative Coordinator
University of Waterloo
- Waterloo, ON
- 44.817-56.022 $ par an
- Permanent
- Temps-plein
- Prepare travel claims and expenditure reimbursement requests for faculty, postdocs, graduate students, and visitors of assigned faculty in compliance with University Policy and Tri-Agency granting requirements
- Ensure availability of supporting documents and approvals for expenditure from the relevant faculty members
- Remain current on knowledge of all policy requirements; attend regular training sessions
- Coach faculty, post-doctoral fellows and graduate students in the use of the online expense reimbursement system
- Organize meetings, workshops, seminars and colloquia, including bookings, preparing advertisements, audio-visual equipment, and ordering refreshments
- Initial Common CV (CCV) preparation and regular updating
- Manage travel and accommodation arrangements for faculty, research groups, visitors, and graduate students
- General correspondence: mail, courier packages
- Update content for specific web pages related to a faculty member or assigned committee as required
- Upload technical reposts to the CS website
- Initiate and monitor CSCF service requests
- Provide administrative and secretarial support including minute-taking to one or more School committees
- Provide training and service for departmental printing and a/v equipment as required
- Provide administrative support for special school events and off-site research-related conferences
- Maintenance of mailman lists
- Update content of specified School web pages
- Monitor the School’s printers and photocopiers; order, distribute and install paper and toner
- Maintain School mailboxes; distribute incoming mail; arrange courier deliveries
- Update procedure documentation as required
- Order office and CS Lounge supplies
- Ensure that the CS Lounge is maintained in good order
- Provide back-up support for Reception
- Provide back-up for other staff members as required
- Maintain key and fob control systems
- Reconcile reports on lost and expired keys to correspond with Key Control records and perform key and key tree audits
- Initiate work requests for Plant Operations regarding repairs, maintenance and custodial service
- Assist the Facilities Coordinator in space allocation, including provision of furnishings, equipment, renovations, and telephone and computing services for all incoming faculty, staff and visitors
- Coordinate all CS telephone services
- Inspect CS space for security, fire and accident hazards and submit work orders to remedy infractions
- Maintain reports of hazardous conditions, near misses and injuries as per University policy and legislated requirements
- Maintain first aid supplies, first aid training lists, and workplace safety bulletin boards
- Participate in the development of CS specific polices and process reviews related to emergency preparedness and health and safety management
- Ensure that new staff and faculty receive information on Health and Safety policies and procedures, maintain space inventory; create reports as required
- Assist with special projects and other duties as assigned by the Administrative Assistant to the Director
- Secondary School diploma, with some post-secondary education or commitment to receive post-secondary training
- Extensive administrative support experience in an academic environment
- Experience with financial reconciliations
- Proficiency in Latex and Microsoft Word, Excel, PowerPoint and Teams
- Web applications an asset
- A willingness to learn new software as required
- Experience using an online expense reimbursement system