Clubs Assistant

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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 post-secondary or student-focused setting
• Demonstrated experience in mediating conflicts or working with upset individuals in a service environment.
• Experience applying EDIR (Equity, Diversity, Inclusion, and Reconciliation) principles in a student-focused or public-facing environment.

Knowledge/Skills/Abilities

• Exceptional interpersonal and communication skills.
• Strong organizational and time-management abilities.
• Proficiency with Microsoft Office 365 Suite and comfort learning new digital tools.
• Ability to work independently and collaboratively in a fast-paced environment.
• Demonstrated ability to handle sensitive information with discretion.
• Awareness and understanding of working with a diverse population and student groups

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.