Department Assistant

Location: Greater Sudbury

Department Assistant### Department Assistant Apply:
Waterloo, Ontario, Canada:
Full time:
Posted Today:
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** 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.
*
* Job Description:

**** Primary Purpose
** 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.  
** Key Accountabiliti
** es* 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  
** Meeting and Event Support*
* * 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
* Web/Digital Maintenance
* Updates MME website events, department news, webpages, contact details, etc.
* Creates and manages announcements and advertisements displayed on department monitors
* Physical Resource Maintenance
* 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
** Other Duties*
* * 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  
** Required Qualifications*
* ** 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…