Faculty Services Manager & Executive Assistant

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The internal posting deadline September 25 2025 at 11:59pm

Job Description:

Primary Purpose

The Faculty Services Manager and Executive Assistant is a primary advisor to the Dean and academic unit heads and provides administrative management on issues related to faculty members. The incumbent provides confidential counsel expert advice and support in alignment with the Memorandum of Agreement (MOA) UW policy and practices and relevant employment standards employment equity and immigration legislation.

The Faculty Services Manager and Executive Assistant is responsible for ensuring the accuracy and timeliness of appointments and academic processes for the Faculty of Environment. This position independently supports governing and administrative councils and committees and provides support to the senior management team for data management and integration across a wide range of functional areas. The incumbent provides confidential advice and guidance consistent with policies procedures and best practice. The Faculty Services Manager and Executive Assistant provides institutional memory and stability keeps record of the governance and administration of the Faculty ensuring adherence to related policies procedures and ensuring continuity between successive administrations.

Key Accountabilities

Provide leadership support and counsel to the Faculty administration (Dean Associate Deans Department Chairs School Directors) in the interpretation and application of the Memorandum of Agreement and UW and Faculty policies guidelines and practices including:

• Policy 3: Sabbaticals and other Leaves
• Policy 46: Privacy and records management
• Policy 76: Faculty employment and recruitment with particular attention to issues of advertising postings employment standards employment equity and hiring of foreign nationals; oversight and initial review of submissions to the University Appointments Review Committee (UARC)
• Faculty postdoctoral and research associate employment contracts including initial appointments renewals tenure and promotion leaves accommodations discipline terminations retirements
• Policy 77: Composition of faculty and department-level committees (TP&P S/DTPPC etc.) and appointments to Senate and University Committees
• Onboarding and ongoing advice to unit heads and administrative managers re: policies and procedures

Administrative Management

• Manage and execute administration of Faculty-level processes for faculty recruitment and appointments (Policy 76) tenure permanence and promotion (Policy 77) official employment files (Policy 75) sabbaticals and other leaves (Policy 3)
• Manage and execute administration of Chair Nomination process (Policy 40) and administrative appointments (Associate Deans program directors etc.)
• Prepare Deans monthly report to Senate
• Manage logistics and serve as Secretary on a number of key Faculty-wide committees including Administrative Committee Faculty Council Faculty Tenure Permanence and Promotion Chair Search Committees and Faculty Committee on Student Appeals
• Maintain the Faculty of Environment Hiring Plan

Communication and Liaison

• Communicate with faculty members faculty administrators and external referees for tenure permanence and promotion on behalf of the Dean
• Deans delegated liaison for communicating issues related to faculty employment with Office of the Provost UARC Human Resources Secretariat and Legal and Immigration Services
• Draft official correspondence from the Dean including probationary renewal letters and tenure and promotion recommendations as well as complex and sensitive communications
• Liaise with colleagues from other faculties at to determine practices recommendations policy changes and proactively updates processes and communicates changes to the Departments/Schools within the Faculty of Environment

Counsel and Support to the Dean

• Ensure continuity with the succession of the Dean every 5-8 years through effective record keeping and internal procedures
• Provide policy and practice-based advice to the Dean and other Faculty of Environment senior administrators to support strategic initiatives
• Proactively manage the Deans calendar prioritize and determine the appropriate course of action referral or response on a variety of complex matters; including requirements of the Deans external activities stakeholder relationships and community events
• Monitor the Deans upcoming activities and anticipates research compile and prepare documentation and relevant background information
• Coordinate the Deans travel arrangements prepare travel advances itineraries meeting materials and expense claims; ensure the acting dean has access to relevant material and meetings in the deans absence.

Required Qualifications

Education

• Bachelors degree or equivalent education and experience

Experience

• Minimum of 5 to 7 years of progressive responsibility in an academic setting and a solid understanding of the universitys collegial and complex organizational structure
• Demonstrated knowledge of university policies and procedures governance academic processes
• Thorough understanding of relevant policies to support student appeals; must possess high degree of tact diplomacy and discretion in guiding students through the appeal process
• Experience with data management warehousing analysis and preparation of reports and presentations

Knowledge/Skills/Abilities

• High level of computer literacy and willingness to learn new programs; knowledge about data analytics considered an asset
• Demonstrated ability to work effectively and discreetly with confidential and sensitive information
• Must possess strong client service focus and sensitivity to diversity
• Exceptional organization skills with the proven ability to work on multiple projects simultaneously with competing demands and strict deadlines
• Proven ability to work collaboratively with senior leadership colleagues students and campus partners
• Proven ability to build strong relationships and establish trust
• Demonstrated aptitude for successfully working in a team-oriented environment
• Demonstrated sound judgement tact discretion and professional integrity
• Exemplary interpersonal and communication skills
• Strong attention to detail ability to work independently take initiative and anticipate future needs and potential issues
• Proven problem-solving abilities conflict management skills
• Advanced knowledge of Microsoft Office including Outlook Word Excel and PowerPoint WCMS required. Experience working with MS Power BI SharePoint mailing lists databases desired
• Advanced knowledge of and experience interpreting university policies procedures and guidelines

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.