Job Description

Overview

The Administrative Officer(AO) is directly responsible for administration, strategic planning and development, financial oversight , human resources, management of facilities, including equipment and technology. They are responsible for initiating and developing strategic relationships with external organizations and other internal departments in order to support and further the teaching, research and community outreach activities. The Administrative Officer is the senior administrative staff position and as a member of the Executive Team, provides strategic leadership, counsel and support to the Director or School-wide issues. The AO reports to the Director, and provides direction and continuity for all staff on an ongoing basis.

Responsibilities

Strategic Planning and Development

• Active development and support of academic programs, experiential learning, industry partnerships and community/corporate relationships
• Develop business and experiential plans, including: revenue opportunities, non-academic programming, corporate partnering, special events, organizational processes, human resources
• Develop ongoing relationship with government (provincial, regional, municipal) \xe2\x80\x93 outreach activities, stewardship
• Oversee strategic marketing and communication activities, including digital presence (ie. website, social media)
• Provide the Director with confidential and strategic advice, information and data to support decision making
• Support the development of long-term strategies and operational plans for the School
• Manage related research units, centres and off campus programs including oversight of facilities, utilization, marketing, financial management and performance (ie. Tax program in Toronto)

Human Resource Management

• Oversee and review the administrative structure to ensure that human resources are efficiently and effectively managed; ensuring that the staffing complement and roles match strategic needs,including prioritization of tasks and strategic workforce planning; and planning for future growth
• Lead the recruitment, evaluation, promotion and retention activities; serving as a mentor, coach, and

guide to staff to ensure the successful and collaborative execution of responsibilities * Manage the annual staff performance review process; reviewing all position descriptions and requests for position re-evaluation

• Develop and oversee work processes that best support the operations
• Oversee succession planning processes and discussions
• Serve as key liaison with Arts Executive Officer and University Human Resources on all human resource issues
• Ensure adherence to University policies in all operations and activities
• Ensure internal communication of administrative matters and changes

Operational Oversight

• Manage all facilities and equipment, facilitating a state-of-the-art experiential learning space
• Ensure efficient and equitable use of facilities and equipment, including allocation of space
• Ensure: adequate supply and quality of technology; upgrades to new/emerging technology for availability of leading-edge capability; ongoing maintenance of the technology
• Oversee maintenance, building projects, renovations and new construction
• Authorize the purchase and allocation of equipment and furnishings
• Oversee emergency operations and procedures and building security
• Oversee the health, safety and wellness of the School

Financial oversight, including but not limited to

• Overseeing the development of the school\xe2\x80\x99s annual operating budget, including teaching and the computing facility and research laboratory
• Providing financial input to the School\xe2\x80\x99s strategic plan
• Ensuring that funds are available to support the School\xe2\x80\x99s strategic priorities
• Providing high-level direction to the Financial Officer, ensuring that all operating, trust, endowment and research accounts are soundly managed including monthly reconciliation of accounts
• Overseeing asset management

Relationship Management with internal and external stakeholders

• Primary liaison with government, the media, the public, numerous internal and external partners,faculty and staff
• Internal relationships include: Dean of Arts Office, Human Resources, Finance, Research, Plant Operations, Police Services, numerous faculty and staff members, Institutional Analysis and Planning, Marketing & Strategic Communications (External Relations, Media Relations, Government

Relations), Student Services (Food Services, Health & Wellness, Student Success, Athletics, Housing, Retail), Registrar, Student organizations, Office of Development and Alumni Affairs,President\xe2\x80\x99s Office * External relationships include: local government and other stakeholders (Municipal, Provincial,Federal), media, governing bodies (CPA Ontario), corporations/industry partners, boards and other organizations

Qualifications

• A bachelor\xe2\x80\x99s degree and several years of increasing responsibilities and administrative experience

in an academic department and leadership experience in the areas of human resources and
business administration required * Additional education or professional experience in management, operations, human resources administration, budgeting and communications is required

• An understanding of the unique requirements of a professional program within a research-intensive university is an asset
• As the senior staff position, s/he has significant experience with strategy, human resource management, issues escalation resolution, operations management (including financial management), marketing and communication, and a successful track record related to hiring and

managing staff * Knowledge and experience interpreting UW policies, procedures and guidelines is preferred

• Demonstrated outstanding leadership and management skills and be a proven strategic and pragmatic thinker
• Excellent interpersonal skills are required, including outstanding verbal and written communication skills and a proven record of demonstrated tact, judgment, and diplomacy
• Must be confident, organized, a long-range planner and an accomplished problem-solver, able to quickly assess situations and individuals and lead solutions
• Demonstrated ability to make independent decisions and to build consensus is required
• Proven track record of successful relationship-building is essential as this role must work effectively and collaboratively across faculties and departments, with various internal and external stakeholders
• Tact, diplomacy, negotiating and persuasion skills, strategic thinking, superior communications skills, able to build and inspire trust and build bridges/relationships
• Advanced user experience with Microsoft Office suite
• Occasional travel required
• Some evening/weekend work required

Equity Statement

The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. The University of Waterloo is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.

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, M\xc3\xa9tis 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 or 519-888-4567, ext. 45935.

University of Waterloo