Administrative Coordinator

About the role

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: 2026-00426 Time Type: Full time Employee Group: Staff Job Category: Administrative Support Employment Type: Temporary Department: Faculty of Engineering - Chemical Engineering - Administration Hiring Range: $55,062.53 - $68,828.17 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

Your Match

How well this role fits your profile.

Company Intel

What employees say

Worked at uwaterloo? Share your experience