Administrative Officer, School of Pharmacy

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The internal posting deadline for this position is November 6 at 11:59PM.

Job Description:

Primary Purpose

The Administrative Officer (AO) is the senior administrative staff member responsible for providing leadership and oversight of the School of Pharmacy’s administrative, financial, human resources, facilities, and operational functions. As a key advisor and member of the unit’s leadership team, the AO supports strategic planning, policy development, and implementation of initiatives that advance the unit’s goals. The AO ensures effective, efficient, and sustainable operations, providing continuity through changes in academic leadership.

Key Accountabilities

Strategic Planning and Support

• Active development and support of academic programs, experiential learning, industry partnerships and community/corporate relationships.

• Develops business and experiential plans, including revenue opportunities, non-academic programming, corporate partnering, special events, organizational processes, and human resources.

• Develops and fosters ongoing relationships with internal and external stakeholders.

• Provides the Director/Chair and Associate Directors with confidential and strategic advice, information, and data to support decision making.

• Supports the development of long-term strategies and operational plans for the School.

• Manages related research units, centres, and off campus programs including oversight of facilities, utilization, marketing, financial management and performance.

• Serves on the School’s Executive Committee, School Council, Strategic Planning Committee and other ad hoc committees as required.

Human Resource Management

• Oversees and reviews the administrative structure to ensure that human resources are efficiently and effectively managed; ensuring that the staffing complement and roles match strategic needs, including prioritization of tasks and workforce planning; and planning for future growth and succession planning.

• Leads the recruitment, evaluation, termination, promotion and retention activities, serving as a mentor, coach, and guide to staff (permanent, temporary and casual) to ensure the successful and collaborative execution of responsibilities.

• Advises the Chair/Director on the hiring and evaluation procedures for faculty and non-faculty appointments.

• Serves as key liaison with the Faculty Executive Officer and Human Resources on all human resource matters.

• Ensures strong internal communications of administrative matters and changes.

Financial Oversight, including but not limited to:

• Oversees the development of the school’s annual operating budget.

• Provides financial input to the School’s strategic plan.

• Ensures that funds are available to support the School’s strategic priorities.

• Provides high-level direction to the Financial Officer, ensuring that all operating, trust, endowment and research accounts are soundly managed including internal controls and monthly reconciliation of accounts.

• Oversees asset management.

• Liaises with the Office of Research for School activities, monitors expenditures and commitments on faculty research grants and projects under the framework of Research Financial Compliance

Facilities Oversight

• Manages space allocation for faculty, staff and students.

• Manages and coordinates building maintenance, building projects, renovations and new construction projects.

• Authorizes the purchase and allocation of equipment and furnishings ensuring that staff have the resources required to work efficiently and effectively.

• Oversees building access and key distribution.

• Oversees emergency operations and procedures and building security.

• Approves all events using School facilities.

Operational Oversight & Special Projects

• Serves as primary source within the School for the interpretation of and application of University, Faculty, and School policies, procedures and guidelines.

• Develops and oversees work processes that best support the operations.

• Ensures adequate supply and quality of technology; upgrades to new/emerging technology for availability of leading-edge capability; ongoing maintenance of the technology.

• Oversees the health, safety and wellness of the School; leading and participating in related committees as required.

• Oversees sustainable and green initiatives within the School.

• Responsible for records and information management within the School in accordance with University policies and guidelines.

• Oversees or leads special projects (ie. accreditation process) as needed within the School.

• Advocates for Pharmacy staff who work at a satellite campus in the downtown core.

Required Qualifications

Education

• Bachelor’s degree in business administration, management, or a related field required; additional education or training in human resources, finance, or operations management is an asset.

• An equivalent combination of education and senior administrative experience may be considered.

Experience

• 5+ years of progressive administrative, financial, and human resource management experience, including leadership and supervisory responsibilities.

• Experience developing, monitoring, and managing budgets and financial processes.

• Experience in a complex, multi-stakeholder environment; experience in a post-secondary or public sector setting is an asset.

• Experience managing operations, space, or facilities is an asset.

Knowledge/Skills/Abilities

• In-depth knowledge of University of Waterloo policies, procedures and practices.

• Strong leadership, organizational, and strategic planning skills.

• Excellent interpersonal, communication (oral and written), and relationship-building abilities.

• Demonstrated sound judgment, discretion, and tact in handling confidential or sensitive information.

• Ability to assess, analyze, and resolve complex administrative issues.

• Proven ability to manage multiple priorities and meet competing deadlines in a dynamic environment.

• Knowledge of institutional policies, procedures, and governance structures is preferred.

• Proficiency with Microsoft Office and familiarity with enterprise systems (e.g., Workday, Unit4, Concur, SharePoint, Power BI, or equivalent).

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.