Administrative Assistant

Location: Greater Sudbury

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.

Learn more about our recruitment process.

Job

Requisition  Type:

Full time Employee Group:

Staff Job Category:

Administrative Support

Employment Type:

Permanent Department:

Faculty of Science
- Biology
- Administration Hiring Range:$61,954.88 - $77,443.60

Posting Information:

This posting is for an existing vacancy.

The internal posting deadline for this position is October 29, 2026 at 11:59

PM

Job Description:

Primary Purpose The Administrative Assistant is responsible for the efficient daily operations of the Chair’s office. The Administrative Assistant provides support, oversight and guidance for faculty recruiting, tenure and promotion, faculty merit, sabbaticals and academic appointments. The Administrative Assistant provides essential services to the department and facilitates smooth and efficient operations of department activities, in a manner consistent with the department’s goals and objectives.

The Administrative Assistant meets directly with staff and faculty to communicate and disseminate essential information and provides confidential advice including interpretation of policies and procedures. The Administrative Assistant also provides critical special event and communications support for the department.

Key Accountabilities Executive Assistant to the Chair Provide comprehensive direction and guidance to the Chair to meet the teaching, research, outreach and advancement activities/goals of the department

Ensure the effective functioning of the Chair’s office through meeting management, document creation/management and travel arrangements; keeps the Chair apprised of priorities and urgent matters requiring immediate attention

Manage departmental systems for confidential/sensitive files, correspondence and database for Faculty, Cross-appointed Faculty, Adjunct Faculty, Sessionals, Post-Doctoral Fellows, Research Associates, visitors, volunteers, IVGS students

Provides direction and prepares confidential information on behalf of the Chair Ensures continuity when transitioning academic administrators through effective record keeping, training and mentoring

Manages Chair’s calendar, schedule and activities; coordinates often unexpected changes to detailed arrangements

Faculty Relations Administration Supports the Chair in recruiting, appointments, evaluations, promotion and retention of Faculty members

Provides direction and guidance to DACA chairs in the recruitment of new hires

Develops and manages processes for departmental recruitment and advertising according to Policy 76, including application systems, interview schedules, travel arrangements and logistics, appointment packages and preparation of UARC documentation

Leads onboarding and immigration procedures for new Faculty members; ensures all support services are arranged

Provides direction and guidance for Faculty Performance Evaluation process and timelines, in consultation with the Chair and according to the Memorandum of Agreement Manages the Faculty Performance Evaluation submission process, including submission summaries and evaluation letters for faculty members on behalf of the Merit Review Committee Manages the Promotion and Tenure process, in consultation with the Chair, according to Policy 77

Manages sabbatical submissions; informs faculty of deadlines, reviews requests in consultation with the Faculty of Science…