City : Waterloo, ON

Category : Permanent

Industry : Education

Employer : University of Waterloo

The Administrative Officer is responsible for day-to-day administrative, operational and financial oversight of Waterloo International (WI) as well as strategic advice and support. This position is responsible for providing senior-level administrative and strategic support to WI and will liaison, on behalf of the Associate Vice-President, International (AVPI), with senior administrators across the University and with partner institutions. The Administrative Officer is responsible for management of operating and special purpose accounts, financial reporting, paying invoices and reconciling expense accounts for Waterloo International. They manage the Administrative and Events Coordinator. This role also serves as the lead systems manager for WI’s Client Relationships Management (CRM) and Business Process Management (BPM) software system acting as subject matter expert, holding responsibilities for developing standard operating processes and procedures, implementing quality management practices and continuous improvements to ensure efficient and effective use of this system. In addition, this position provides executive assistance to the AVPI including calendar scheduling, logistics, contextual materials and international travel support.

Administrative Management

• Provides administrative support to the AVPI, maintaining strict confidentiality with respect to assigned tasks and projects, employing a high degree of discretion, tact, and judgement
• Keeps the AVPI informed of priorities and urgent matters as they arise and responds as appropriate
• Manages the AVPI’s calendar and prepares contextual materials
• Coordinates travel arrangements, completes travel and other expense claims, and manages the AVPI’s itineraries.
• Helps to ensure that the AVPI is appropriately prepared for meetings and interactions
• Organizes, interacts and executes human resources and staff relations activities on behalf of the Associate Director, International Operations

Office Operations

• Develops, implements and monitors office procedures, working with others in WI to ensure effective uptake and implementation
• Establishes and communicates an office culture, emphasizing collaboration and client service
• Manages physical assets, facilities and space allocations
• Monitors adherence to University policies, procedures and health and safety standards. Ensures that H&S records are maintained appropriately. Serves as WI’s Health and Safety Coordinator
• Establishes and oversees document management and records retention procedure ensuring appropriate due diligence, developing standard operating procedures and training staff on these procedures
• Recommends continuous process improvement in regards to the provision of services by WI
• Assists with business continuity planning activities for the office. Helps to develop appropriate procedures, ensures compliance with the procedures, works to ensure that equipment is maintained and available, staff are trained on procedures etc.

CRM/BPM/Technical Systems Support and Management

• Serves as the lead Systems Manager and System Administrator for WI’s customized CRM and BPM system.
• Serves as System Quality Manager
• Is a key internal resource and subject matter expert for developing and programming system workflows and troubleshooting systems.
• Responsible for ensuring staff effectively utilize the CRM/BPM system leading the implementation of continuous improvement, compliance checking and quality management practices
• Acts as the key contact and liaison with outside CRM/BPM consultant(s)
• Leads and develops training activities for staff in the use of the CRM/BPM system as well as various IT/AV systems to enhance awareness and understanding of best practices, risk management and use of controls by management and staff
• Provides first point IT troubleshooting support for department – ensuring all workstations, networks, software applications, telephones, copiers, AV equipment and other technologies are fully operational
• Manages technical projects in alignment with department and organizational goals
• Recommends, evaluates and plans for various equipment upgrades and for new technology items
• Oversees external IT/AV vendors and contractors to ensure cost effectiveness, high service standards, and completion of work. This includes participating in RFP processes, receiving and analyzing bids and contracts assessing financial documentation and helping to ensure consultant compliance with contracts
• Proposes, develops, and executes projects that will enhance the IT environment for staff and stakeholders. This includes maintaining, updating and ensuring the quality of WI’s web pages, maintaining software, audio/visual systems, and other tools and technologies
• Directs the effective sourcing, purchasing, delivery and monitoring of all telephone, computer software/hardware, audio/visual equipment, and manages lifecycle and roll-over processes

Financial Administration

• Helps with the management of operating and special purpose accounts for Waterloo International
• Provides regular account updates to the Associate Director, International Operations
• Ensures the day-to-day financial activities of Waterloo International are carried out according to best practices and comply with University policies and procedures
• Works with the Associate Director, International Operations to manage spending of approved budgets and provides advice related to expenditures
• Oversees the reconciliation of monthly statements as appropriate

Strategic Advice and Support

• Provides the AVPI and Associate Director, International Operations with strategic and confidential advice
• Conducts research, presents information and data to support decision making
• Contributes to the development of strategic and operational goals, plans and initiatives in support of Department objectives and the University’s strategic internationalization priorities
• Coordinates the resources required to support strategic and operational plans, including space, financial and human resources and training requirements

Relationship Building

• Liaises with senior university, government and partner institutional officials, on behalf of the AVPI, regarding the planning and coordination of meetings, information management, activities and/or travel
• Coordinates the planning and organization of functions hosted by the AVPI and by WI
• Fosters positive, effective relationships with representatives of internal and external partners
• Participates in and contributes to regular team and department wide meetings as appropriate
• Serves as secretary on various committees and regularly scheduled meetings

Staff Management

• Directs and coordinates the activities of the Administrative and Events Coordinator
• Establishes customer service standards for reception and handling of guests
• Outlines expectations and responsibilities and provides guidance and feedback
• Leads and coaches the Administrative and Events Coordinator while monitoring performance and supporting professional development opportunities
• Motivates and engages staff by creating and maintaining a work environment that fosters, recognizes, and rewards consistent application of the University’s Basic Principles and the Principles of Inclusivity
• Conducts Annual Performance Plans and ensures adherence to Annual Performance Planning and Review process within the department

• Bachelor’s degree or equivalent education and related experience within a senior executive office
• 10+ years of administrative experience within a senior executive office
• 5+ years of supervisory experience with the proven ability to develop, mentor and performance manage staff
• Proven ability to deal with confidential issues and interact effectively with a wide range of individuals
• Proven aptitude for attention to detail and ability to manage multiple demands
• Experience in agenda planning and minute recording
• Experience in drafting senior level reports and correspondence
• Experience provided strategic advice and support
• Strong interpersonal, organizational and communication skills with the ability to take initiative as appropriate
  Knowledge of the University’s financial system, Policies and Procedures is preferred
• Significant understanding of IT practices and procedures,
• CRM/BPM subject matter expert
• Working knowledge of quality management and continuous improvement in a service delivery environment
• High degree of accuracy and accountability is required
• Advanced MS and PowerPoint
• Intermediate Excel
• Some evening and weekend work may be required

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.

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+.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

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 hrhelp@uwaterloo.ca  or 519-888-4567, ext. 45935.