Administrative Coordinator

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 ID:

Time Type:

Employee Group:

Job Category:

Employment Type:

Department:

Hiring Range:

Posting Information:
This posting is for an existing vacancy.

The internal posting deadline for this position is Friday April 10, 2026, at 11:59PM.

Term: Contract will end on August 31, 2027

This position is being offered as a Secondment or contract opportunity.

Job Description:

Primary Purpose

Administrative Coordinator reports to the Administrative Officer and is responsible for providing extensive administrative and operational support to the Department and executive level support to the Chair of the Department of Chemical Engineering.  

Key Accountabilities

Executive Assistant to the Chair

·       Provides executive assistance to the Chair and carries out all duties as assigned. Schedule appointments, arrange meetings, draft correspondence and prepare confidential documents on behalf of the Chair.

·       Works closely with the Chair in the recruitment of new faculty hires (DACA) as outlined in UW Policy 76; Faculty liaising with the Offices of Vice President, Academic and Provost and Dean of Engineering Office. Responsible for coordinating applications for vacant faculty positions, liaising with the Offices of Vice President regarding advertising, preparing letters, scheduling visit, arranging interviews and DACA meetings.

·       Coordinates merit proceedings in consultation with the Chair. The incumbent is responsible for establishing Department timelines for proceedings in conjunction with those set forth by the Dean of Engineering Office. Specific duties include collecting year-end reports from faculty members, compiling data related to research grants, publications, teaching and service activities from same, preparing summary forms, and arranging meetings. The incumbent is responsible for preparing spreadsheets of final merit ratings and preparing memos of evaluation for all faculty members in the Department.

·       Manages the Chair’s schedule and coordinates often unexpected changes to detailed arrangements.

·       Coordinates tenure and promotion proceedings as outlined in UW Policy 77 – Tenure and Promotion of Faculty Members – and in guidelines established by the Dean of Engineering Office in consultation with the Chair. The incumbent arranges meetings and coordinates the final submission to the Dean of Engineering Office.

·       Handles difficult situations with discretion and maintains confidentiality including details of the Chair’s discussions and correspondence.

·       Coordinates sabbatical and other leave requests. Ensures all documents are received and authorized by the deadlines.

·       Prepares cross appointments and adjunct professor appointments.

·       Balance deadlines and responsibilities while accommodating multiple interruptions to deal with a wide range of questions and issues as they arise.

·       Assists with special projects and other duties as assigned by the Administrative Officer

Administrative Responsibilities

·       Provide a warm and welcoming greeting for all students, faculty, staff, external visitors, and international delegations in person, by telephone, or electronically.

·       Screens visitors and makes appointments when requested and as appropriate.

·       Acts as primary contact for scheduling of rooms and parking requests on behalf of the Department.

·       Responsible for handling all aspects of key/FOB assignment and allocation for administrative, teaching and research space within the Department.

·       Responsible for all ChE telephone requirements in E6, DWE and QNC locations

·       Coordinates with Print + Retail for smooth operation of leased photocopiers.

·       Coordinates both incoming and outgoing mail and shipping

·       Supports the updates of office manuals and procedures as required; contributes to the development of processes as appropriate.

·       Responsible for ordering and purchasing departmental and office supplies

Conference/Event Planning and Execution

·       Organizes and schedules departmental meetings, committee meetings, research seminars as well as classes, exams and defenses.

·       Arranges the parking, hospitality reservations, catering and food, gifts, transportation, invoicing, reimbursement, and special requests for above mentioned events.

·       Creates effective event marketing, photography and videography to assist promotion of events.

·       Organizes annual events such as student orientation lunch, holiday party, convocation celebrations with over 300 attendees, as well as Dean’s Honor List and other award receptions, fourth year poster presentations, graduate, and student events.

·       Orchestrates industry/academic country-wide or international conferences as requested by faculty members, including advising faculty members, booking of event venue, setting up e-commerce portal for registration and fee collection.

Finance

·       Holds the Department Purchasing Card and makes purchases as needed. Conduct monthly reconciliation of Purchase Card expenses in accordance with UW policies and procedures.

·       Review vendor invoices and validate goods received or services delivered before processing.

·       Review telephone charges on monthly basis; coordinate with Department IT team and UW IST team with add/update/removal of telephone services.

·       Process conference registration fee income and invoice payments to make sure appropriate account is charged. Reconciliation of conference/event income and expenses.

·       Support Administrative Officer as required.

Required Qualifications

Education

·       College diploma in related field or equivalent education and experience.

Experience

·       Excellent interpersonal skills to effectively communicate and support students, faculty, staff at all levels within the university. 

·       Must be able to work independently and with many interruptions. 

·       Must possess high level of diplomacy and judgement in dealing with daily tasks.

·       Three plus years administrative and financial experience in an academic environment.

·       Experience working with graduate students is an asset.

Knowledge/Skills/Abilities

·       Microsoft Word suite of programs – word, excel, power point. 

·       Quest, Unit 4, web, Learn

·       Excellent communication skills (writing, verbal)

·       Proven ability to exercise mature judgment and use common sense to resolve issues.

·       High level of interpersonal skills to support students, faculty, staff at all levels within university. 

·       Must possess high level of diplomacy and judgement in dealing with daily tasks. 

·       Must be able to work independently and with many interruptions. 

·       Ability to multitask and prioritize work that has deadlines.

·       Ability to maintain confidentiality and appropriately handle confidential data and information 

Equity Statement
The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is coordinated within the Office of Indigenous Relations.
The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion.  As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.
Positions are open to qualified candidates who are legally entitled to work in Canada.
The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at [email protected] or 519-888-4567, ext. 45935.