Administrative Assistant, WCGS

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Learn more about our recruitment process.

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Internal posting expires Thursday January 29th at 11:59 PM

Salary range is $23 007 - $28 759 based on 50% FTE

Job Description:

Primary Purpose

The Administrative Assistant supports the Waterloo Centre for German Studies by performing a range of administrative and communications functions.

Key Accountabilities

Financial and General Administration

· Process expenditures on the Centre’s trust, endowment and operating funds, ensuring that expense claims are consistent with Faculty and University policies and practices

· Reconcile the Centre’s expenditures in trust, endowment and operating accounts monthly

· Provide support to the Director in the preparation of the Centre’s annual budget

· Organize and maintain the Centre’s records for ready retrieval and planning

· Represent the Centre on the Director’s behalf to individuals on campus

· Organize events, workshops, and other Centre activities as requested by the Director and Board;

· Coordinate executive committee meetings and take minutes

Communications and Community Outreach

· Maintain the Centre’s website

· Manage mailing lists and other avenues for communicating Centre events and news

· Provide technical and organizational support for the Centre’s research dissemination activities (e.g. Director’s blog, Centre journal)

· Manage the Centre’s social media communications (Facebook, Twitter)

· Maintain the Centre’s marketing materials, e.g., advertising templates, handouts, zip banners, video displays

· Monitor effectiveness of marketing activities

Events Support

· Arrange accommodation and travel for guests

· Organize rooms, catering, and other logistical details

· Prepare and distribute publicity for events

· Assist the Director in the preparation of agenda, programs and other materials as appropriate

· Process travel claims, honoraria, and other expenses related to events

Scholarships and Awards

· Inform student groups of award and scholarship opportunities;

· Prepare applications and other documentation for review by adjudication committees;

· Arrange for payment of scholarships and awards as appropriate;

· Follow up with students to receive reports and inform them of further opportunities.

Required Qualifications

Education

· Completion of a College Diploma in business administration required, Undergraduate degree preferred

· Combination of equivalent education and/or experience will be considered

Experience

· 3-5 years’ experience in an office administration role, preferably in a post-secondary institution

· Experience with a web content management system an asset

· Experience working within an Apple OS environment an asset

Knowledge/Skills/Abilities

· Excellent written and oral communication skills, including editing skills; well developed numeracy/financial skills; and exceptional interpersonal skills, poise and professionalism.

· Advanced knowledge of Microsoft Office products (Word, Excel, PowerPoint).

· Advanced knowledge of social media (Facebook, Twitter) an asset.

· Basic knowledge of and experience with other office or university administrative software (e.g. database software, Adobe Acrobat, Sharepoint, Unit4, FORE) an asset.

· Advanced knowledge of German an asset.

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 hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.