Administrative and Operations Coordinator

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Term: 1 year
This position is being offered as a contract.

Job Description:

Primary Purpose

The primary functions of this position are to: (1) provide customer service and administrative support to faculty staff students and visitors for the general operation of the School of Pharmacy; (2) support our PharmD students through day-to-day management of the Pharmacy Library Resource Centre; (3) manage parking and building maintenance; (4) assist in special event planning and execution; (5) provide back up support for the Faculty Relations & Administrative Manager and the Financial Officer in terms of Facilities management . The Administrative Assistant reports to the Faculty Relations & Administrative Manager and works closely with the Administrative Officer on facilities management.

Key Accountabilities

Administrative

• Provides effective customer service and handles general inquiries from external visitors faculty and staff undergraduate and graduate students
• Answers all general telephone and e-mail inquiries ensuring follow-up in a timely manner
• Monitors Lobby TV screen
• Works with the Schools contracted security service providing front-desk backup deliveries (mail courier perishables) taxi service and booking/monitoring of student space
• Responsible for all room bookings for undergraduate and graduate courses seminars exams (including finding appropriate rooms for special accommodation exams) events; undergraduate student spaces (fishbowls)
• Manages the Pharmacy Calendar
• Provides logistical and administrative support for onboarding and new hire processes as directed
• Coordinates the Schools e-waste removal and confidential shredding
• Monitors the Schools copy machines ensuring all are in working order have adequate paper and toner supplies and makes service calls as required
• Maintains emergency contact information for research labs
• Responsible for ordering supplies and maintaining a supply inventory for commonly used items for administrative and teaching purposes
• Responsible for courier services and the UW web-based shipping system (2Ship) for administrative and teaching purposes
• Responsible for incoming and outgoing daily mail distribution and maintaining the 3rd floor mail room
• Responsible for the notification to researchers of perishable orders received by the School
• Supports School-wide events (e.g. OSCE research seminars and other meetings and special events) by managing logistics including lunch/refreshment ordering/invoicing and set up
• Responsible for general upkeep of School common areas supply and storage rooms and the loading dock
• Coordinates orders surplus items and storage with Central Stores

• Oversees and acts as main contact for WUSA caf including deliveries oversight of WUSA co-op student assistants basic upkeep and feedback on space/inventory
• Manages locker assignments and de-assignments for approximately 480 students

• Provides backup support for Faculty Relations & Administrative Manager during vacations and absences
• Serves as Secretary to the Core Users Group scheduling meetings setting agendas collecting reports minute taking membership management and reporting; maintains the official record
• Other duties as assigned

Parking and Building

• Oversees and manages parking reports and token reconciliation
• Responsible for all aspects of School parking (Lot 3 Faculty & Staff and the pay-per-entry Visitor Lot) including:
  • answers parking-related questions and ensures parking instructions are kept up-to-date and accurate
  • sells scratch tags for Parking Lot 3 and tokens for the Visitor Lot
  • distributes complimentary scratch tags for Lot 3 and complimentary tokens for the Visitor Lot as directed
  • collects funds generated from parking tag/token sales and complies for deposit
  • maintains parking tracking spreadsheet including monthly reconciliation used for invoice preparation by the Financial Officer
  • liaises with Sustainable Transportation and the City of Kitchener regarding special parking considerations
  • assists the Alumni Advancement & Engagement Coordinator in parking arrangements for special events
• Monitors condition of building including classrooms washrooms meeting rooms etc. for ongoing maintenance
• Makes referrals to Plant Operations Maintenance Emergency as required and follows up as appropriate
• Manages and initiates work orders (billable and non-billable) using ARCHIBUS system; submits emergency maintenance requests to the 24-hour telephone/email system
• Manages and coordinates work requests with Plant Operations for routine building maintenance issues and renovations
• Assists the Financial Officer with managing office (faculty staff graduate students) space and key permits
• Other duties as assigned

Pharmacy Library Resource Center

• Responsible for the day-to-day operations of the Library Resource Centre including:
  • hold requests
  • signing-out books and processing book returns using circulation software
  • re-shelving books and maintaining a spreadsheet of books re-shelved
  • comparing book purchases spreadsheet (provided by the Pharmacy Liaison Librarian) to the physical collection and Primo
  • assisting the Pharmacy Liaison Librarian with collection weeding tasks
  • adding new inserts to print resources
  • sending books for repair/new spine labels
  • setting up appointments with alumni/community members to use the Library
  • notifying Liaison Librarian when books are requested that we dont have in the collection
  • collection inventory

• Attends the Annual Meeting on Circulation Services by main campus Library staff
• Using spreadsheets provided by Pharmacy staff provides Library access for Preceptors Residents RCCs Assessors External TAs Adjuncts and Sessionals; this includes adding and deleting accounts
• Oversees the Library Resource Center physical space

Health & Safety

• Monitors stock and manages logistics/supplies of the Schools Menstrual Equity program
• Inspects and stocks first aid kits on a regular schedule and maintains first aid stations
• Serves as Secretary to the Health Sciences Campus Joint Health & Safety Committee which includes scheduling meetings setting agendas collecting accident and incident reports (for HSC JHSC) minute taking membership management and reporting; maintains the official record of the HSC JHSC and manages the HSC JHSC bulletin board

Required Qualifications

Education

• Some post-secondary courses or certificate diploma degree; equivalent experience will be considered
• First aid certification; or willingness to become certified and identified as a School First Aider

Experience

• 5 years of customer service and administrative experience
• Experience managing calendars
• Experience with Microsoft Suite of products
• Experience with Video editing software and/or Qualtrics is an asset
• Experience with event planning

Knowledge/Skills/Abilities

• Excellent customer service skills; responsive with a service-oriented attitude using judgement and tact
• Ability to take initiative and problem-solve
• Exceptional verbal and written communication skills
• Knowledge of Microsoft suite of products (Word Outlook Excel PowerPoint)
• Attention to detail and accuracy
• Ability to effectively manage competing priorities from multiple stakeholders

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 Mtis 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 or ext. 45935.