Administrative Assistant, WCGS

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Internal posting expires Thursday January 29th at 11:59 PM

Salary range is $23 007 - $28 759 based on 50% FTE

Job Description:

Primary Purpose

The Administrative Assistant supports the Waterloo Centre for German Studies by performing a range of administrative and communications functions.

Key Accountabilities

Financial and General Administration

Process expenditures on the Centres trust endowment and operating funds ensuring that expense claims are consistent with Faculty and University policies and practices

Reconcile the Centres expenditures in trust endowment and operating accounts monthly

Provide support to the Director in the preparation of the Centres annual budget

Organize and maintain the Centres records for ready retrieval and planning

Represent the Centre on the Directors behalf to individuals on campus

Organize events workshops and other Centre activities as requested by the Director and Board;

Coordinate executive committee meetings and take minutes

Communications and Community Outreach

Maintain the Centres website

Manage mailing lists and other avenues for communicating Centre events and news

Provide technical and organizational support for the Centres research dissemination activities (e.g. Directors blog Centre journal)

Manage the Centres social media communications (Facebook Twitter)

Maintain the Centres marketing materials e.g. advertising templates handouts zip banners video displays

Monitor effectiveness of marketing activities

Events Support

Arrange accommodation and travel for guests

Organize rooms catering and other logistical details

Prepare and distribute publicity for events

Assist the Director in the preparation of agenda programs and other materials as appropriate

Process travel claims honoraria and other expenses related to events

Scholarships and Awards

Inform student groups of award and scholarship opportunities;

Prepare applications and other documentation for review by adjudication committees;

Arrange for payment of scholarships and awards as appropriate;

Follow up with students to receive reports and inform them of further opportunities.

Required Qualifications

Education

Completion of a College Diploma in business administration required Undergraduate degree preferred

Combination of equivalent education and/or experience will be considered

Experience

3-5 years experience in an office administration role preferably in a post-secondary institution

Experience with a web content management system an asset

Experience working within an Apple OS environment an asset

Knowledge/Skills/Abilities

Excellent written and oral communication skills including editing skills; well developed numeracy/financial skills; and exceptional interpersonal skills poise and professionalism.

Advanced knowledge of Microsoft Office products (Word Excel PowerPoint).

Advanced knowledge of social media (Facebook Twitter) an asset.

Basic knowledge of and experience with other office or university administrative software (e.g. database software Adobe Acrobat Sharepoint Unit4 FORE) an asset.

Advanced knowledge of German an asset.

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 or ext. 45935.