Administrative Assistant to the Chair

at University of Waterloo, Waterloo, Canada

Listed on EduAtlas: live school vacancies from schools’ own careers pages and public job services. Apply on uwaterloo.wd3.myworkdayjobs.com.

Salary: CAD 61,955 a year
Closing date: Open until filled
Start: Not given in the advert
Type of post: Administration and business
A support post, not a teaching post.
First seen: 30 October 2026, on a public job listing

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The advert

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:

2026-02904

Time Type:

Full time

Employee Group:

Staff

Job Category:

Administrative Support

Employment Type:

Permanent

Department:

Faculty of Engineering - Systems Design Engineering - Administration

Hiring Range:

$61,954.88 - $77,443.60

Posting Information:

This posting is for an existing vacancy.

The internal posting deadline for this position is October 8, 2026 at 11:59PM.

Job Description:

Primary Purpose

The Administrative Assistant to the Chair provides executive level support to the Chair and is responsible for ensuring the smooth operation and confidentiality of the Chair’s office. In addition, the incumbent assists the Administrative Officer and manages the departmental main office including supervision of the Department Assistant.

Key Accountabilities

Executive Administrative Support

• Provides comprehensive assistance to the Department Chair to meet goals of the Department

• Manages the Chair’s schedule and coordinates often unexpected changes to detailed arrangements

• Keeps the Chair apprised of priorities or urgent matters requiring immediate attention and in the absence of the Chair, responds as appropriate

• Handles difficult situations with discretion and maintains confidentiality including details of the Chair’s discussions and correspondence

• Organizes agendas, support materials, and creates briefing notes for the Chair prior to meetings

• Drafts correspondence and administrative reports, including external reports, on the behalf of the Chair. Reviews reports and documents prepared by the Chair and AO.

• Provides administrative support for the faculty research and teaching duties of the Chair to facilitate best time management of the Chair.

• Host visitors and provide tours as needed

Faculty Relations Administration

• Supports the department in the recruitment, appointment, evaluation, promotion and retention of faculty

• Coordinates all tasks involved in the hiring of new faculty as outline in UW Policy 76: Faculty Appointments, including but not limited to advertising, scheduling of meetings, preparing acknowledgments, arranging candidate visits, communications with candidates, reimbursements all in closely working with the Department Advisory Committees on Appointments (DACA)

• The incumbent prepares final hiring packages for the University Appointments Review Committee (UARC), liaising with the Offices of the Vice President, Academic and Provost, and Dean of Engineering Office

• Arranges travel and reimbursement for candidates

• Prepares and arranges schedules for faculty interviews

• Prepares cross appointments and adjunct professor appointments.

• Independently communicates with external candidates in searches and other candidates for appointments.

About University of Waterloo

Type: University