Department Assistant

At the University of Waterloo, we create and promote a culture where everyone can reach their full potential. As an employee, you get support & opportunities that empower you to advance your career. Explore how we can bring big ideas to life, together. The University is a welcoming workplace for those of all abilities, interests, and expertise. As part of our workforce, you can do what you do best, every day.

Job

Requisition :  Time Type:
Full time Employee Group:
Staff Job Category:
Administrative Support

Employment Type:

Temporary Department:
Faculty of Engineering
- Mechanical and Mechatronics Engineering
- Administrative Support Hiring Range: $47,210.94 - $59,013.67 Posting Information:
This posting is for an existing vacancy. Term: 1 year This position is being offered as a Secondment or contract opportunity. The internal posting deadline for this position is October 29, 2026, at 11:59PM.

The Department Assistant provides a wide range of administrative and operational support to facilitate the day-to-day operations of the Department of Mechanical and Mechatronics Engineering (MME). This position helps to create and maintain a positive student-centered and service-oriented environment in MME.

• Clerical and Administrative Support for the General Operation of the Department
• Acts as receptionist by responding to diverse general questions independently, promptly and courteously by way of telephone, email and office visits
• Determines the nature of needs and directs individuals to the appropriate staff member, office, or resource department based on a thorough knowledge of the department and the University
• Facilitates the daily operation of the department printer and photocopier, including trouble-shooting and processing requests for repair, monitoring supply of paper, toner, or other supplies, and replenishes as necessary
• Maintains office and coffee supplies for the department, faculty and staff
• Coordinates both incoming and outgoing mail services for the department
• Assists with the issuing, returning, and tracking of keys
• Coordinates copying, faxing, scanning, etc. of course materials, exams and other printed materials
• Submits and ensures confidentiality of print orders for course materials, mid-terms or exams
• Maintains department directory of faculty and staff listings
• Maintains records of department and teaching expenditures for supplies and copying
• Arranges parking passes for MME visitors through Parking Services

• Schedules bookings for all MME meeting/seminar rooms and equipment and ensures all equipment (laptop, data projectors, laser pointers) are returned
• Coordinates logistical arrangements for department special events, conferences, seminars, guest lectures, industry and senior leadership partners; including scheduling, catering; preparing and disseminating agenda packages or other materials
• Transcribes and circulates meeting minutes as required

• Updates MME website events, department news, webpages, contact details, etc.
• Creates and manages announcements and advertisements displayed on department monitors

• Submits maintenance, custodial and other service requests to Plant Operations
• Informs Plant Operations of emergencies (e.g. spills, floods, etc.) that require immediate attention to ensure these facility issues are handled promptly and appropriately

• Assists the Administrative Assistant to the Chair with the creation of Sessional appointments; ensures paperwork is completed and signed by the financial account holder, Vice-Dean of Engineering, and the appointee
• Processes online applications/documents received for posted faculty positions
• Provides backup support to the Administrative Assistant to the Chair during absences and vacation
• Assists with special projects and other duties as assigned by the Administrative Assistant to the Chair or the Administrative Officer

• Education Post-secondary degree/diploma preferred or equivalent combination of education and experience
• Experience 1-2 years of administrative/clerical experience and/or front-line reception/customer service
• Experience with in an academic environment an asset
• Knowledge/Skills/Abilities Excellent interpersonal and communications skills, both oral and written
• Must possess cultural awareness, sensitivity and patience to communicate and interact effectively with a wide range of individuals whose first language may not be…