University of Waterloo Department Administrator Full Time in Waterloo, ON

University of Waterloo

Branch Waterloo ON CA

Department Administrator
Waterloo, ON

Strong financial acumen, including financial planning and analysis, budgeting, and forecasting experience over several years….

This position serves as the lead Department administrator, and is responsible for human resources administration, financial oversight, management of facilities and equipment, and other administrative functions required to support the teaching and research missions of the Department.

Responsibilities Administrative leadership, including but not limited to:

  • Overseeing administrative aspects of the academic programs offered by the department
  • Providing travel arrangements for visitors
  • Ensuring the operation of the committees (such as DACA, DTPC); serving as a resource to committees as required
  • Supporting and assisting with the planning and execution of various special events as necessary
  • Managing the document submission process for certification, program proposals and surveys
  • Serving as a resource within the department for the interpretation and application of policies, guidelines and practices

Financial oversight, including but not limited to:

  • Ensuring that funds are available to support the department’s operations
  • Ensuring that all operating, trust, endowment and research accounts are managed including monthly reconciliation of accounts
  • Reviewing expenses for travel, reimbursements, and professional expense reimbursements
  • Overseeing monthly and casual payroll, expense and travel claims.
  • Overseeing graduate awards and scholarships
  • Preparing budget for operating and research accounts
  • Preparing teaching budget
  • Developing financial plans for strategic planning purposes for activities in their department

Human resources administration, including but not limited to:

  • Implementing recruitment, evaluation, promotion, and professional development processes for all staff in the department
  • Maintaining personnel files, work schedules and vacation records for faculty and staff in accordance with University policies
  • Establishing work schedules and assign duties
  • Conducting annual staff performance reviews
  • Ensuring processes are in place for recruitment, evaluation and pay of temporary employees, co-op and graduate students.
  • Providing support infrastructure for faculty recruitment, sabbatical, performance, and tenure and promotion processes.

Facilities and equipment management, including but not limited to:

  • Ensuring the efficient and equitable use of facilities and equipment including allocation of space
  • Overseeing maintenance and repairs
  • Planning and coordinating moves
  • Authorizing the purchase and allocation of equipment, furnishings and supplies
  • Issuing and maintaining records of keys and key fobs

Communications and Records

  • Oversee communications within the department, including overall responsibility for communication directions, and overseeing web content.
  • Establishing procedures for maintenance of departmental records, course evaluations and student advising


  • Post-secondary education in a discipline related to business administration or finance or equivalent combination of education and/or experience in an academic setting is required
  • Human resources management experience required including supervision of staff and demonstrated successful coaching of staff members
  • A demonstrated ability to understand and apply policy related to academic hiring and financial processes
  • Proven ability to adapt to change, and demonstrated ability to implement new administrative and financial processes
  • Strong financial acumen, including financial planning and analysis, budgeting, and forecasting experience over several years
  • Excellent human relation skills including the ability to develop and maintain constructive relationships with individuals in academic posts
  • Demonstrated ability to exercise judgment in areas of time management, task prioritization and decision-making
  • Demonstrated ability to use technological solutions to improve processes and communication
  • Exceptional verbal and written communication skills
  • Intermediate experience with Microsoft Outlook, Word; advanced experience with Excel, including features such as databases and pivot tables. Basic experience with Sharepoint and web content management software

or proceed with Standard Application Form.

Employment Type: Full Time
Location: Waterloo, ON, CA
Posted on: 2016-11-06
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