Job Description

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.
Job Requisition ID: 2026-00097
Time Type: Full time
Employee Group: Staff
Job Category: Administrative Support
Employment Type: Temporary
Department: Faculty of Science - School of Optometry and Vision Science - Administrative Support
Hiring Range: $50,006.31 - $62,507.89
Posting Information:
Term: 1 Year
The internal posting deadline for this position is February 5, 2026 at 11:59PM.
This position is being offered as a temporary contract.
This posting is for an existing vacancy.
:
Primary Purpose
The responsibilities of this position encompass a wide variety of tasks to support the main office administrative team. The primary responsibilities include admissions support, office administration, and financial reconciliation. The incumbent must be knowledgeable, congenial, and professional and provide administrative services to faculty members, the Office of the Director, the Program Manager, and the Associate Directors as required.
Key Accountabilities
Office Administration
Key Control:
Issue key permits to incoming faculty/staff/students and visitors
Code security FOBS that allow access to various areas of the building
Collect and reconcile key deposits, issue refunds when required
Responsible for maintaining and monitor the security schedule for the School and the Clinic
Monitor expiring key permits
Room Bookings:
Provide support for booking rooms for meetings, seminars and/or special events
Liaise with the Bookings Office to secure room booking outside of the School's domain (except for didactic course and lab rooms)
Responsible to keep all electronic room schedules up-to-date via Outlook
Responsible to book extra equipment when required for meetings (tables, chairs, easels, poster boards etc)
Reception:
Answer main office phone lines and re-direct when required
Answer all incoming inquires and act as the first point of contact via in-person, on the phone or through email communication
Assess inquires and distribute to the appropriate personnel as required
Distribute incoming mail to faculty, staff, graduate and undergraduate students twice daily basis
Accept all parcel deliveries to the main office and distribute as required
Prepare courier and/or shipping forms when required
Monitor the daily operation of the department printer and photocopier, including trouble-shooting and processing requests for repair, monitoring supply of paper, toner, or other supplies, and replenishing as necessary
Responsible for all course photocopying and scanning
Maintain faculty and staff address listings
Respond to concerns regarding heat, lighting, and ventilation by contacting Plant Operations
Responsible for electronic data management with the scanning for documents and creating electronic copies of files and/or documents as required
Admissions and Undergraduate Studies
Accurately match all admission documents received
Respond to telephone and email inquiries regarding the admissions process and requirements
Manage OAT documents and delivery of information to Registrar's Office.
Assist with admissions process:
Identify missing documents, discrepancies or other issues
Communicate discrepancies to the Admissions and Program Manager
Follow up with candidates to inform them of missing documents to make their files complete
Assist with the organization of the Admissions Weekend
Prepare and maintain student absence requests and documents for UGS committee
Maintain records and process locker assignments for all OD students.
Process and reconcile locker rentals
Prepare block enrolments for each academic term
Pre-clinic supply management
Order and maintain all pre-clinic supplies for use in all laboratory and didactic courses
Ensure the secure storage of all diagnostic drugs and replenish only when required which results in frequent checks of drug levels within the pre-clinic
Rotate drugs on a first-in, first-out basis to ensure that expensive supplies are not expiring prior to being used within the pre-clinic
In conjunction with the course instructors, ensure that supplies are ordered prior to the start of each term
Provide support to the WLRC in keeping the drugs bins filled and up-to-date for the afterhours pre-clinic sessions
Administrative Support
Provide backup support to the Graduate Advisor/Coordinator and the Coordinator, Professional Services
Provide administrative support to the Office of the Director (Director, Administrative Officer and Financial Officer), the Associate Directors (Academic, Clinical Programs, Research and Advancement) and the Admissions and Program Manager when required
Required Qualifications
Education
College diploma or undergraduate degree and/or equivalent education and work experience.
Experience
Experience working in an administrative role within a dynamic and fast-paced environment, preferably in academia.
Previous experience in a customer service position and/or educational organizations is essential.
Knowledge/Skills/Abilities
Professional, reliable and team player mindset
Proven ability to work independently and as a team member in a busy deadline oriented and varied
environment with changing priorities
Demonstrated ability to maintain multiple tasks involving shifting deadlines and priorities with strong attention to detail and accuracy is required
Demonstrated ability to handle confidential information with discretion
Strong communication and organizational skills
Proficiency in Microsoft Office (Work, Excel, Access) required
Experience with QUEST and OnBase an asset
Excellent human relations / inter personal, organizational, problem solving and communication (oral and written) skills required.
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, Metis 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.

Skills Required