University of Waterloo Admissions Officer Contract in Waterloo, ON

University of Waterloo

Branch Waterloo ON CA

Admissions Officer
Waterloo, ON

Experience in Human Resources and/or compensation analysis. Performs salary compensation analysis for promotions and new hires….

Term: 18 months

The Administrative Officer (AO) provides management, logistical and administrative support to the Registrar and the Registrar’s Office management team of over 130 staff members. This position also provides key support for the Convocation. The role involves extensive liaison with senior University administrators and executives as well as external parties.

Responsibilities Financial Management and Oversight

  • Prepares the annual operating budgets for the Registrar, Marketing & Undergraduate Recruitment and Student Awards and Financial Aid, ensuring short and long-range financial goals are established and projects are developed to fully support the department’s operation and strategic plans
  • Manages internal financial controls within the Registrar’s Office, ensuring effective use of human and physical resources through planning, directing and coordinating budgetary allocations and disbursements
  • Uses FORE for budget prediction, analysis and tracking of expenditures
  • Develops procedures for monitoring expenditures, including cost-recovery and, reconciliations. Provides direction to the Administrative Coordinators with regard to analysis of financial records across the units
  • Reviews month-end financial statements and reports irregularities/errors to Finance, Human Resources, Procurement and Contract Services or the unit initiating the charge (e.g. Retail Services)
  • Advises Registrar on planning, exigencies, and forecasting

Human Resources and Payroll Administration

  • Maintains personnel files for staff in accordance with University policies
  • The Registrar’s delegate for most hiring and staff records Activities. Interprets University policies, procedures, and Health and Safety standards ensuring compliance
  • Performs salary compensation analysis for promotions and new hires
  • Manages the annual staff performance review process; trains new managers on processes, and provide data to ensure consistency of application of performance scores
  • Works closely with the Registrar to assist with the yearly salary increase process
  • Provides training and support to managers with recruitment activities
  • Conducts annual staff performance reviews for reporting positions
  • Oversees the payroll process for ongoing and temporary employees, ensuring that payroll activations and terminations are processed
  • Ensures RO adherence to employment standards and uWaterloo policies
  • Monitors MYHR reports and Salary reports reporting any discrepancies to Finance and Human Resources

Administrative Support

  • Oversees all administrative aspects of the Registrar’s Office, contributing to priority setting and planning
  • Trains and directs the work of the Administrative Coordinators ensuring that the Administrative team works effectively and strategically in support of the many units in the Registrar’s Office
  • Serves as resource for the Management Group, creating procedures to inform managers about Human Resources and Financial policies
  • Provides confidential and strategic advice and problem-solving in the recruitment and hiring of staff
  • Improves operational effectiveness and assumes a leadership role for the development and execution efficient administrative procedures and documentation ensuring each RO department follows same methodologies.
  • RO resource person to: Human Resources, Occupational Health Services. Finance, Payroll, Procurement & Contract Services, Central Stores, Creative Services and Plant Operations
  • Serves as the primary resource within the Department for the interpretation and application of policies, guidelines and practices
  • Responsible for the evaluation and analysis of space needs within the department. Controls space assignment and ensures any building maintenance and repairs are completed on time while ensuring the well-being and safety of staff. Plans all renovations, including budget oversight, design, furnishings, and materials
  • Coaches and mentors staff ,encouraging the articulation of problems and their solution good planning, priority-setting and analysis of requirements for change; promote individual and team initiative using a proactive approach to the development of solutions
  • Religious Accommodations- assist Registrar with religious event dates and accommodations requirements. Is called upon by Faculty to determine whether a religious accommodation is required

Assistance to the Registrar

  • Updates on human and financial resources, providing data to support decision-making
  • Keeps the Registrar apprised of developments, both internal and external, that may be important to the overall management of the RO, and alerts the Registrar to any potential conflicts or problems
  • Assists the Registrar with planning meetings
  • Provides confidential and strategic advice, information, and data to support decision making

Strategic Planning and Management
The AO is a member of the Management Group which sets direction and determines the strategic directions for the Office. In this capacity, the AO contributes to discussion of and is party to decisions concerning the full range of issues, including but not restricted to budgeting, human resources, and strategic planning. The AO coordinates activities, inventories, resource and training requirements to ensure consistency with the goals and objectives of the Registrar’s Office and ensures that appropriate resources are available.

Office Operations

  • Provides leadership for communication and documentation of business processes and procedures to ensure continuity within the office
  • Creates and maintains manager and staff resource documentation. Provides training for new managers to support financial and staff recruitment activities
  • Responsible for ensuring efficient document flow within the Registrar’s Office. Coordinates with units within the office to support effective work flow, electronic retention and archival of documents
  • Provides strategic planning and guidance of technical support and purchases for the department, working with IST and the Registrar’s Office Account Rep (Client Support Specialist). Accountable for oversight of computing resources and other equipment needs. Oversees Account Rep to ensure resource purchases and repairs are managed appropriately
  • Responsible for ensuring compliance with health and safety regulations. Performs or oversees health and safety inspections and writes and maintains health and safety compliancy reports

Information Management

  • The AO maintains confidential staff personnel files Receives and reviews sensitive information circulated to the Registrar as a member of the University’s Executive Council
  • Provides financial and human resources reports for Registrar and Managers
  • Manages archival records for the Registrar’s Office

Convocation and Event Management

  • The Registrar’s Office hosts many events. The AO maintains and refines event management support systems, including hiring practices, and financial management of events
  • The AO organizes events for the office, including retreats, general office meetings, and team development events
  • Convocation portfolio includes:
    • Ensures convocation protocol is adhered to. Advises on history and practice of convocation protocol including installations, order of proceedings and ceremonial traditions of the university
    • Creates hoods for new programs, working closely with the faculty to create a hood that follows style and protocol
    • Manages the convocation print material, stock, design and production schedules of diploma papers, folders, mailers and other printed materials
    • Authorizes and monitors convocation diploma and mailing purchases and expenditures


  • Participates in the administration of final examinations, scheduled and administered by the Registrar, when necessary


  • Post-secondary education or suitable combination of education and experience
  • Senior financial and administrative experience, with knowledge of University policies and procedures
  • Event management expertise
  • Proven ability to edit and proofread
  • Demonstrated ability to make decisions independently
  • Experience in Human Resources and/or compensation analysis
  • Excellent interpersonal skills, tact, judgement, and diplomacy essential
  • An accomplished problem solver
  • Demonstrated organizational, communication (oral and written) and analytical skills
  • Advanced skill level using Microsoft Word and Excel
  • Intermediate skill level using Microsoft PowerPoint
  • FORE, MyHR –proficient; Quest -intermediate; SharePoint-basic; Outlook-intermediate; Access- Intermediate, OnBase-basic
  • Occasional travel may be required. Regular working hours, evening/weekend work required for Convocation

or proceed with Standard Application Form.

Employment Type: Freelance
Location: Waterloo, ON, CA
Posted on: 2018-01-10
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