Administrative Assistant

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.

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Posting Information:
This posting is for an existing vacancy.

The internal posting deadline for this position is May 22, 2026 at 11:59PM

This position is being offered as a Secondment or contract opportunity.  Term : 1 Year

Job Description:

Primary Purpose

The primary purpose of the Administrative Assistant role is twofold: providing a broad range of administrative, financial, and technical support to the department, and coordinating and supporting departmental events and communications. This role works in conjunction with various colleagues across the institution and Integrated Teaching Support Unit (ITSU), primarily the Director, Associate Director, Program Coordinators, Sr Educational Developer, Inquiry and Communications, and Educational Developer, Research and Consulting.

Key Accountabilities

Administrative Support

·         Provide administrative support to the department including sourcing, purchasing, keeping an inventory of office equipment and supplies, booking meetings, taking staff meeting minutes, providing technical support, serving as IT rep, coordinating file-sharing sites, maintaining listservs, and arranging for equipment and space maintenance

·         Support specific initiatives including university-level grants program and the annual conference

·         Provide direct administrative support to the Director and Associate Director, including scheduling meetings, filing, booking travel, and submitting expenses

·         Complete and maintain confidential financial, audit, and human resource-related paperwork using university systems

·         Assist hiring managers as needed, particularly for co-op student hires, and ensure consistent staff on-boarding

·         Monitor and reconcile all ITSU budgets (operating, salary, grants), maintain budget documents and disseminate reports as required, and provide input to the Director and Associate Director on budget item allocations and projections

·         Anticipate needs of the Director, Associate Director, and department and execute tasks with minimal supervision

Coordination and Support of Departmental Events and Communications

·         Assist with planning and executing the coordination of events and visit requests, including booking venues and catering, monitoring registrations, collecting and processing payments, coordinating technical requirements and support, disseminating marketing materials, and monitoring the budget

·         Assist with supporting the implementation of ITSU’s communications plan, including making updates to ITSU’s website, in collaboration with the Senior Educational Developer, Inquiry and Communications

Other

·         Assist with other tasks and duties as needed

·         From time to time on special projects, a Co-op student may work under the direction of this position

Required Qualifications

Education

·         Completion of a university degree or equivalent experience and education

Experience

·         Proficient with budgeting practices and software

·         Extensive experience in office administration, including technical support and trouble-shooting

·         Event planning experience is an asset as is an interest in the work of a teaching centre

·         Intermediate experience with MS Office Suite

·         Intermediate experience with financial and human resources systems

·         Intermediate experience with web content editing and forms

·         Some experience with database software, and hardware and software support

Knowledge/Skills/Abilities

·         Knowledge of the University’s policies, procedures, and operating requirements is highly desirable

·         Superior time management and organizational skills and attention to detail

·         Ability to juggle multiple projects

·         Problem-solving and analytical skills

·         Strong interpersonal and communication skills, showing tact and diplomacy

·         Ability to work both independently and collaboratively

·         Ability to maintain confidentiality

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 [email protected] or 519-888-4567, ext. 45935.