EMPREGO

Administrative Assistant, Waterloo Centre for

University of Waterloo-Waterloo, Canadá

Overview:
This position is responsible for managing the operations, communications and event coordination for the Waterloo Centre for Astrophysics (WCA). This role also provides executive support for the activities of the WCA Director.

This is a part-time position working 20 hours per week.

This role is contingent upon funding.

Responsibilities:
Administrative Support

  • Manages WCA operations and initiatives in coordination with the Director
  • Prepares contracts and completes onboarding procedures for the Centre’s post-doctoral fellows
  • Coordinates travel preparations, registrations and itineraries for WCA members
  • Responds to diverse inquiries from visitors, community members, students, staff and faculty
  • Member of WCA Executive committee; supporting and serving as a resource as required
  • Prepares and maintains meeting minutes and agendas for Centre meetings; follows up on relevant business
  • Serves as a resource within the Centre for the interpretation of, and ensuring adherence to UW, Faculty of Science and Department of Physics & Astronomy policies and procedures
  • Performs other administrative duties as required

Communications and Event Management

  • Develops and maintains content and promotional materials for the WCA website and social media
  • Creates promotional materials, i.e. media releases, posters, flyers, etc., to promote WCA events
  • Organizes conferences, meetings, workshops, etc.
  • Prepares itineraries and communications for Centre events
  • Manages travel arrangements and accommodations for guests attending Centre events
  • Schedules, books rooms and applicable equipment for meetings, workshops and public events
  • Performs other duties as required to ensure events run smoothly

Outreach activities

  • Manages and coordinates creative outreach projects and programs
  • Organizes outreach events including visits from the public to campus
  • Supports and coordinates travel by WCA members for external outreach events
  • Helps to produce astronomy outreach materials including news items, social media releases and other materials

Budget and Accounts Management

  • Ensures that all operating, trust and research funds are soundly managed and reconciled monthly
  • Reviews and reports the WCA’s financial position with the Director
  • Prepares and processes travel, expense claims and allowances in compliance with University Policy, procedures and granting agency requirements

Qualifications:

  • Post-secondary diploma or equivalent experience in office management
  • Education in a science background with astronomy focus
  • A minimum of two years of experience in an office or educational environment required
  • Experience with astronomy outreach activities required
  • Experience supporting visitors and organizing travel arrangements required
  • Experience with large and small scale event co-ordination is preferred
  • Experience with financial recordkeeping and reconciliation preferred
  • Previous experience with University of Waterloo online financial and communication processes is preferred (Concur, Unit4, Purchasing Card, SharePoint, Workday)
  • Website maintenance experience preferred (WCMS)
  • Experience using various social media platforms for business preferred
  • Experience using graphic/ design software is an asset
  • Excellent communication (oral and written) and interpersonal skills
  • Knowledge of astrophysics at or beyond degree level
  • Demonstrated ability to work with faculty, staff and students from around the world with tact and diplomacy
  • Proven ability to exercise sound independent judgement and handle confidential information
  • Demonstrated problem-solving and analytical skills are required to deal with inquiries
  • Ability to manage multiple demands with attention to detail and confidentiality
  • Strong time management and organizational skills with a commitment to continuous process improvement
  • Demonstrated initiative to work independently and as a team member in a fast-paced and varied environment, with tight deadlines and changing priorities
  • Strong proficiency in Microsoft office skills required

Equity Statement:
The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. The University of Waterloo is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.