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Added 9 mins ago
Administrative Legal Assistant/Intake Legal Assistant, Term B056-26
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POSITION: ADMINISTRATIVE LEGAL ASSISTANT/INTAKE LEGAL ASSISTANT, FLC
Added 9 mins ago
UO
Tenure Track Faculty Position in Strategy, Entrepreneurship, and Management
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Tenure Track Faculty Position in Strategy, Entrepreneurship, and Management
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University of Waterloo

Administrative Assistant

Waterloo, ON, Canada
Earth Sciences & Chemistry, Canada

$61,954.88 - $77,443.60 · Full-time

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Job details

Pay: $61,954.88 - $77,443.60
Job type: Full-time
Posting language: English
Posted: Oct 21, 2026

Original job description

At the University of Waterloo, we create and promote a culture where everyone can reach their full potential. As an employee, you get support & opportunities that empower you to advance your career. Explore how we can bring big ideas to life, together. The University is a welcoming workplace for those of all abilities, interests, and expertise. As part of our workforce, you can do what you do best, every day.

Learn more about our recruitment process.

Job Requisition ID:

2026-03385

Time Type:

Full time

Employee Group:

Staff

Job Category:

Administrative Support

Employment Type:

Permanent

Department:

Faculty of Science - Biology - Administration

Hiring Range:

$61,954.88 - $77,443.60

Posting Information:
This posting is for an existing vacancy.

The internal posting deadline for this position is October 29, 2026 at 11:59PM

Job Description:

Primary Purpose

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. The Administrative Assistant provides essential services to the department and facilitates smooth and efficient operations of department activities, in a manner consistent with the department’s goals and objectives. The Administrative Assistant meets directly with staff and faculty to communicate and disseminate essential information and provides confidential advice including interpretation of policies and procedures. The Administrative Assistant also provides critical special event and communications support for the department.

Key Accountabilities

Executive Assistant to the Chair

Provide comprehensive direction and guidance to the Chair to meet the teaching, research, outreach and advancement activities/goals of the department

Ensure the effective functioning of the Chair’s office through meeting management, document creation/management and travel arrangements; keeps the Chair apprised of priorities and urgent matters requiring immediate attention

Manage departmental systems for confidential/sensitive files, correspondence and database for Faculty, Cross-appointed Faculty, Adjunct Faculty, Sessionals, Post-Doctoral Fellows, Research Associates, visitors, volunteers, IVGS students

Provides direction and prepares confidential information on behalf of the Chair

Ensures continuity when transitioning academic administrators through effective record keeping, training and mentoring

Manages Chair’s calendar, schedule and activities; coordinates often unexpected changes to detailed arrangements

Faculty Relations Administration

Supports the Chair in recruiting, appointments, evaluations, promotion and retention of Faculty members

Provides direction and guidance to DACA chairs in the recruitment of new hires

Develops and manages processes for departmental recruitment and advertising according to Policy 76, including application systems, interview schedules, travel arrangements and logistics, appointment packages and preparation of UARC documentation

Leads onboarding and immigration procedures for new Faculty members; ensures all support services are arranged

Provides direction and guidance for Faculty Performance Evaluation process and timelines, in consultation with the Chair and according to the Memorandum of Agreement

Manages the Faculty Performance Evaluation submission process, including submission summaries and evaluation letters for faculty members on behalf of the Merit Review Committee

Manages the Promotion and Tenure process, in consultation with the Chair, according to Policy 77

Manages sabbatical submissions; informs faculty of deadlines, reviews requests in consultation with the Faculty of Science Administrative Officer and in accordance to Policy 3

Manages academic appointments and serves as a resource for policy and procedures related to academic appointments, overload, administrative appointments, leaves and retirements

Manages schedules, deadlines and documentation submitted to the Chair.

Departmental Administration

Manage appointments, renewals, immigration documents and onboarding for Post-Doctoral Fellows, Research Associates, Sessional Instructors, Visiting Researchers and IVGS students

Provides direction and guidance on policy changes and implementation

Organizes travel and logistics for Department Guest Seminar Series

Coordinates travel expense claims for faculty candidates, external guest speakers and visitors

Coordinates information for Academic Program Review brief including gathering faculty CVs, faculty statistical date and research output; coordinates site visit

Departmental Committee Resource

Provides resource support for departmental committees and sub-committees

Develops administrative structure for committee membership, membership recruitment and meeting operations; Manages confidential voting procedures for elected committees

Provides direction and advice to committee chair on procedures for formal submissions and contracts; works in partnership with Chairs to create final reports and submissions

Departmental Communications

Manage development and maintenance of department website, events calendar and social media accounts in accordance with the Faculty of Science strategic plan

Develop and maintain faculty, research and student group web pages using WCMS

Work with Science Communications staff to develop and prepare content for research impact stories

Manage electronic display Biology in consultation with Science Communications

Records minutes for monthly Executive and Department Meetings and posts to SharePoint

Update SharePoint site while ensuring proper permissions are in place to maintain security and confidentiality of posted documents

Departmental Events

Manage department events by developing itineraries, schedules, arranging travel logistics and catering. Events include Seminar Series, Teaching Retreats, Advancement/Outreach events, Annual Award Ceremony, Dept. social events, Faulty Recruiting, Visitors

Required Qualifications

Education

University degree or equivalent combination of education and experience

Experience

3+ years of senior administrative experience in an academic environment is preferred

Experience interpreting university policies and procedures is as preferred

Experience making independent decisions and handling confidential information with minimal supervision is essential

Administrative experience in a complex, dynamic and fast-paced environment necessary with ability to manage multiple priorities concurrently and accurately

Knowledge/Skills/Abilities

Demonstrate a high level of professionalism and handle situations with tact and diplomacy

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 Microsoft Office, Outlook Calendar, SharePoint, Adobe, WCMS3, Workday, and Immigration forms.

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.

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More about this job

Responsibilities

The Administrative Assistant manages the daily operations of the Chair's office, including meeting management, scheduling, and document oversight. They also provide critical support for faculty recruitment, tenure and promotion processes, and departmental communications.

Requirements

Candidates must possess a university degree and at least three years of senior administrative experience in an academic environment. Proficiency in Microsoft Office, SharePoint, and university policy interpretation is essential for this role.

Skills

Administrative support
Meeting management
Document management
Calendar management
Policy interpretation
Faculty relations
Onboarding
Event coordination
Microsoft Office
Outlook Calendar
SharePoint
Adobe
WCMS3
Workday
Communication skills
Organizational skills

Visa sponsorship

Not detected in the job text

Keywords

Administrative Assistant
University of Waterloo
Faculty of Science
Biology
Academic Administration
Faculty Recruitment
Tenure and Promotion
Policy 76
Policy 77
Policy 3
Microsoft Office
Outlook Calendar
SharePoint
Adobe
WCMS3
Workday
Immigration
Onboarding
Event Management
Departmental Operations
Confidentiality
Record Keeping
Scheduling
Travel Logistics
Communication
Diplomacy
Professionalism
Strategic Planning
Research Support
Administrative Support

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