12041 - Administrative Officer

Department
Recreation and Leisure Studies
Employment Type
Permanent
Time Type
Full-Time
Hiring Range
$64,375 - $80,468
Job Category
Administration
Job Location : Location
CA-ON-Waterloo

The Administrative Officer is responsible for the effective management of all aspects of the Department of Recreation and Leisure Studies (RLS) within the framework of the University, Faculty and Department policies. The Administrative Officer reports directly to the Chair and is a resource to the Chair and the Associate Chairs, providing continuity as academic leadership changes. This role provides confidential and strategic advice, acting as a resource to all employees within RLS for decision making on the allocation of finances, human resources, space, equipment and special projects. The Administrative Officer also provides support to teaching and research staff to align initiatives with the mission, vision and values of RLS and to meet the objectives of the RLS strategic plan. The position coordinates the essential administrative operations of the Chair’s office and the Department and is responsible for establishing, organizing and implementing departmental and office policies and procedures in accordance with the University of Waterloo’s existing guidelines, policies and procedures.

Financial Management

• Manages all RLS funds including annual operating budget, trust, and endowment; allocates resources and approves expenses; develops budgetary strategies in collaboration with the Chair, Associate Chairs, and Faculty Financial Officer
• Actively monitors and reviews all expenses; notes anomalies and processes error corrections as needed
• Provides direction, guidance and financial support to faculty and research staff for all research funds
• Works closely with the Faculty Financial Officer to develop, improve, and promote internal financial processes for the department, ensuring that University policies and procedures are followed
• Administers and monitors all payroll submissions for Sessional Instructors and casual employees

Human Resources Administration

• Supervises the recruitment, hiring, onboarding, performance evaluation, job description review, professional development, record management, and retention of academic and research staff (direct and indirect reporting positions)
• Advises and assists faculty and research staff with casual/temporary hires
• Guides and supports the Department Chair with faculty recruitment, hiring, onboarding, performance evaluations, tenure and promotion considerations, sabbaticals and other leaves, administrative appointments, and appointments for visitors, adjuncts, cross-appointed faculty, and postdoctoral fellows
• Provides leadership to the academic and research staff with respect to UW Policies and processes, including onboarding, human resources best practices, performance management, and creates a collegial team-oriented environment
• Provides advice, support, and mentorship to the Chair and department faculty members regarding Department, Faculty, and University policies and processes
• Prepares faculty teaching and service assignments annually with the Chair, updating as needed

Management of Physical and Data Resources and Safety

• Manages space allocations within the Department, including moves, maintenance and renovations
• Manages and authorizes the purchase and allocation of supplies, equipment and furnishings, including maintenance and asset disposal
• Maintains key permit and fob access for all department spaces plus term teaching keys
• Safety lead for the department, ensuring mandatory safety training is completed; maintains evacuation procedures with Faculty of Health Dean’s Office
• Maintains all human resources, financial, administrative, and department archive files in accordance with University records retention policies and guidelines; supervises the maintenance and retention of undergraduate and graduate student files
• Creates term teaching schedules together with Faculty of Health Scheduling team, confirming course offerings and teaching assignments, instructor requirements and preferences, ensuring a balanced distribution of courses each term.
• Manages the document submission process for academic program reviews, site visit arrangements, and follow-up reports

Administrative Leadership

• Provides the Chair and Executive Committee with confidential and strategic advice, information and data to support decision making
• Supports strategic planning and implementation of strategic initiatives with the Chair and Executive Committee, including financial and human resource implications
• Assists the Chair with managing their schedule
• Organizes regular Department and Executive Committee meetings; prepares agendas, associated documents, and minutes
• Serves as a resource for department committees for the interpretation and application of policies, guidelines and practices
• Supervises the organizing of special events within the Department (Hallman Lectures, retreats, social events, etc.) with the Events Coordinator and Program Assistant

• Bachelor’s degree preferably in Recreation and Leisure Studies, Business Administration, Human Resources Management, or related field required
• Equivalent combination of education and experience, preferably in an academic setting will be considered
• 5 years of progressively responsible administrative experience, preferably in an academic setting
• Demonstrated staff management and administrative leadership experience
• Experience developing, monitoring and managing budgets; ability to synthesize and organize financial information for strategic planning and decision-making
• Superior demonstrated analytical and problem-solving skills
• Demonstrated ability to facilitate, assess, analyze and resolve highly sensitive matters with tact, diplomacy, and empathy while respecting confidentiality
• Demonstrated ability to successfully manage multiple priorities with tight deadlines
• Excellent knowledge of the University and its policies and procedures as they relate to this position
• Strategic and creative thinking, people management, interpersonal, organizational and communication skills
• Excellent human relation skills, in particular the ability to motivate, supervise, guide and develop staff and foster constructive team relationships
• Exceptional experience in Microsoft Office 365 software, Sharepoint, web content management software, Concur, Unit 4, iCIMS, Workday and other software used by University of Waterloo administrators

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 co-ordinated 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+.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

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 hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.