Administrative Officer

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: 2026-00238 Time Type: Full time Employee Group: Staff Job Category: Administrative Support Employment Type: Temporary Department: Office of the President - Global Future Networks - Operations Hiring Range: $85,399.86 - $106,749.82 Posting Information: This posting is for an existing vacancy. The internal posting deadline for this position is Thursday, March 5 at 11:59PM Term: 20 months This position is being offered as a Secondment or contract opportunity. Job Description: Primary Purpose Reporting to the Executive Director, Global Futures, the Administrative Officer (AO) is responsible for the day-to-day operations, coordination, and administrative oversight of the Global Futures Networks (GFN) and the Global Futures Office (GFO). This high-impact initiative spans multiple faculties, academic support units (ASUs), and external partners, requiring exceptional professionalism, discretion, and the ability to manage complexity in a fast-paced, evolving environment. The role supports planning, financial tracking, information flow, local and international engagement logistics, and executive coordination to ensure effective operation and delivery of the GFN's core activities in convening, connecting, supporting, and propelling the Global Futures through catalytic funding (i.e. the Global Futures Fund). The Administrative Officer works closely with the Executive Director, GFN, faculty leads and staff, ASU leads and staff, researchers, external collaborators, and senior university leadership. The role manages information and workflows across multiple Global Futures Initiatives that comprise the GFN and provides operational continuity, oversight of financial and administrative processes, and responsive support in a confidential and professional setting. Key Accountabilities Support and Operational Leadership Provides administrative leadership to ensure smooth day-to-day operations of the GFN, GFO, and Global Futures funding and affiliated Networks. Manages and maintains office supplies and inventory. As space needs evolve for the GFO, manages the requirements and move to expanded physical space and related functions to ensure a smooth transition. Supports the Executive Director and other staff within the GFO in coordinating convening activities, collaborations, and interdisciplinary initiatives. Maintains high-level oversight of documentation, scheduling, and action tracking across the GFN and various governance and administrative bodies. Assists with the management of confidential files, internal correspondence, issue escalation, and resolution. Liaises across academic units, institutes, and external partners to support planning and implementation of collaborative projects and strategic priorities. Ensures strong working knowledge of university policies, governance structures, and compliance expectations, acts as a trusted resource to internal and external stakeholders. Promotes continuous improvement, operational efficiency, and a service-oriented administrative culture Financial Coordination Assists the Executive Director in monitoring operating and project budgets, reviewing expenditures, and generating financial reports. Supports administration of Global Futures funding, ensuring compliance with both internal financial policies and external sponsor requirements where applicable. Works with a resource person from Finance to support the scheduled disbursement and reporting of the Global Futures funding, in accordance with institutional policies and practices. Processes invoices, travel reimbursements, and procurement requests while maintaining meticulous documentation. Tracks and reconciles multiple accounts, including P-cards, expense claims, and cost recoveries. Flags financial risks or inconsistencies and recommends corrective actions where necessary. Administrative and Information Management Coordinates complex calendars, meetings, and logistics for internal and external engagements, including visits and multi-network collaboration. Responsible for the calendar of the Executive Director, Global Futures Networks. Prepares briefing materials and agendas and ensures timely follow-up on action items. Supports the documentation and management of governance processes, including advisory board meetings, proposal reviews, and reporting. Maintains digital and physical filing systems, including those related to client and stakeholder relationships, in accordance with university records retention guidelines. Coordinates internal

Your Match

How well this role fits your profile.

Company Intel

What employees say

Worked at uwaterloo? Share your experience