Clubs Assistant

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Job

Requisition  Type:

Full time Employee Group:

Staff Job Category:

Administrative Support

Employment Type:

Permanent Department:

Waterloo Undergraduate Student Association - Student Groups Hiring Range:$47,210.94 - $59,013.67

Posting Information:

This posting is for an existing vacancy.

The internal posting deadline for this position is October 16, 2026 at 11:59PM.

Job Description:

Primary Purpose The Clubs Assistant supports the operations of the WUSA Clubs System through administrative coordination, customer service, resource management, and problem solving. The role ensures effective day-to-day support of over 300 unique student clubs by providing timely and accurate administrative support, delivering high-quality frontline service to students, and maintaining club resources. The Clubs Assistant is an integral contributor to the student experience at the University of Waterloo, promoting a positive and inclusive campus environment.

The role requires a strong understanding of Equity, Diversity, Inclusion, and Reconciliation (EDIR) principles to effectively navigate a highly diverse student membership.

Key Accountabilities Administrative Coordination Process and track club documentation, including event forms, constitutions, rosters, and incident reports.

Maintain and update digital records and club databases, ensuring accuracy and confidentiality.

Support the logistics for club training sessions, including the onboarding and ongoing training of over 900 club executives annually, club days, and other campus engagement initiatives.

Assist in the management of room bookings, equipment loans, and storage allocations for clubs.

Generate reports for Clubs Manager and internal committees as needed.

Customer Service and Student Support Provides superior customer service in every interaction

Serve as the first point of contact for club executives, responding to inquiries in person, via email, and over the phone.

Triage and escalate complex issues to the Clubs Manager, ensuring timely resolution and follow-up.

Mediate conflicts and de-escalate situations involving members and partners in a calm and respectful manner.

Provide guidance to club leaders on policies, procedures, and event planning requirements, including assessing risk levels of events and ensuring that any high-risk events are escalated for Clubs Manager approval.

Foster a welcoming and inclusive service environment that supports student engagement and satisfaction.

Collaborates regularly with internal WUSA departments including Finance, IT, and Marketing; as well as University of Waterloo stakeholders such as booking teams and Plant Operations.

Maintains frequent communication with external vendors and partners to support club events and resource needs.

Resource Management Monitor and replenish shared club supplies and promotional materials.

Coordinate the sign-out and return of club equipment and ensure items are in working condition.

Maintain cleanliness and organization of club resource rooms and storage spaces.

Provide support during inventory checks and audits.

Support the management of the clubs locker system to ensure termly assignment, club cleanout, and turned over to ensure effective use of resources.

Problem Solving and Process Improvement Assist with identifying service gaps and inefficiencies in administrative procedures.

Collaborate with the Clubs Manager to implement improved workflows and tracking systems.

Participate in feedback collection from club leaders and support development of continuous improvement initiatives. Assist in auditing club operations to ensure compliance with appropriate policies, procedures, and event implementation. Be present at designated events to act as a WUSA staff presence, ensuring that activities are operating in accordance with established policies and processes

Required Qualifications Education Post -secondary education or equivalent experience in administration, student services, or a relate

Experience

Minimum 1 year of experience in an administrative or customer service role, preferably in a…