12413 - Operations Coordinator

Department
Velocity
Employment Type
Temporary
Time Type
Full-Time
Hiring Range
$48,268 - $60,335
Job Category
Administration

Term: 16 months

Velocity is a fast-paced, dynamic organization that takes startup founders further, faster. Supported by the University of Waterloo, Velocity works with students, alumni and startup founders, meeting them at any stage of their entrepreneurial journey and helping them to achieve their next important milestone.

The Operations Coordinator is responsible for managing and maintaining operations for Velocity’s campus systems. Over 2000 students engage with Velocity programming each year and currently there are nearly 200 active student teams. The Operations Coordinator will need to organize the intake and the progress of these students through our programming by marshalling our data systems. This must be done in a way that makes information available to Velocity team members in an effective manner. The Operation Coordinator understands Velocity’s campus resources and can match inquiries from students and other University of Waterloo community members with the right supports for them. They will also need to provide administrative support for Velocity’s campus spaces, managing access and booking. To manage their work effectively, the Operations Coordinator will need to work with members of the Velocity team to learn about their responsibilities and the kind of information they track and need to access. The incumbent must have outstanding organizational and collaborative skills to be successful.

Administrative Support

• Data Management: Maintain Velocity databases to ensure that pertinent data is captured and monitor databases for completeness. Maintain confidential records.
• Work with programs and events leaders to prepare all necessary registration and data gathering forms for their activities to ensure the data is captured properly and organized within Velocity databases
• Maintain databases over time on specified metrics can be tracked and reported easily. Support the Velocity team on providing stats for reporting and grant applications.
• Create and collect feedback surveys from participants and provide reports
• Documentation: Establish and sustain the development of procedures, documentation, and implementation of administrative and operational procedures related to the role
• Team support: Assist with initiatives and projects of the Operations Officer and Associate Director, Productization and Spaces, to ensure the vision is implemented and executed smoothly
• Grant Payment Process Support: Create, send and file information and agreements regarding grant winners, notifying and forwarding that information to Finance to process and communicating updates on the process to students.

Operations and Spaces Management

• Oversee the onboarding and offboarding process for students accessing Velocity spaces on campus each term
• Access Control: Ensure appropriate authorization in issuing and ordering keys and fobs for individuals. Create and manage the process to ensure door codes to Velocity are being reset each term and that information is dispersed to students in those spaces.
• Office and Community Spaces Upkeep: Ensure efficient management of office supplies and equipment. Maintain the office and community spaces' overall functionality and aesthetic appeal.
• Room Booking: Coordinates external room booking requests for Velocity spaces

Customer Service

• Act as an initial point of contact for Velocity on campus, engaging visitors and students with a professional and energetic rapport reflecting the Velocity brand
• Manage Velocity’s shared inboxes, replying and triaging inquiries and requests promptly and professionally.
• Provide information of innovation programming available throughout the university

• Post-secondary degree or diploma
• 2+ years prior experience in office management or relevant administrative role
• Experience in maintaining data systems
• Experience within a student environment is an asset
• Outstanding organizational skills on a systems level
• Able to create organizational systems to provide information to multiple users with different priorities
• Ability to multitask and meet strict deadlines
• Strong verbal communication skills to get the information needed to better organize systems and clarify priorities
• Ability to communicate effectively with diverse groups
• Demonstrated problem-solving abilities
• Ability to work primarily independently and collaboratively within a team environment
• Detail orientated with excellent organizational and time management skills with the ability to multitask and prioritize work effectively
• Adaptability and learning mindset
• Familiarity with office management procedures
• Proficiency in MS Office, Calendly, Discord, Slack, Zapier and/or Airtable is an asset

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+.

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