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: 2025-00876 Time Type: Part time Employee Group: Staff Job Category: Administrative Support Employment Type: Temporary Department: Faculty of Arts - Psychology - Hart Lab Projects Hiring Range: $46,014.56 - $57,518.20 Posting Information: This role is being offered as a temporary contract Term - 1 year Salary will be prorated based on part time hours Job Description: Primary Purpose The Administrative Assistant is responsible for the efficient daily operations of the Hart Lab. The Administrative Assistant provides support, oversight and guidance for all administrative systems and processes to enhance efficiency. The Administrative Assistant also provides help with finance and budget-related tasks as well as taking care of the needs of the physical lab space. Key Accountabilities Office Administration · Manages and maintains the needs of the physical lab space (i.e. ordering supplies, enlisting services on campus when needed such as IST and Plant Operations) · Maintains, updates and distributes the Lab Manual to lab members and guests of the Hart Lab · Assists Project Manager with general administration across different projects · Manages general inbox for the Hart Lab, responds to inquiries and corresponds with stakeholders · Assists leadership in submitting reimbursement claims through Concur · Helps organize travel for Principal Investigator · Help to organize travel for visitors of the Hart Lab · Initiates, executes and maintains processes for streamlining workflow across all administrative operations (i.e. tracking sheets, file maintenance, organizing systems etc.) · Assists project manager in day-to-day budgeting activities such as purchase reconciliation, accounts payable payments and paying vendors and contracted services where appropriate Scheduling Support · Providing scheduling support to Principal Investigator when needed · Managing the lab calendar (events, meetings) · Scheduling committee meetings for the Scientific Advisory Board, Stakeholder Committee, Steering Committee and any other meeting needs of the lab/Principal Investigator Lab Personnel Support · Ensuring lab members are equipped with the appropriate onboarding trainings, and monitoring/keeping track of progress · Acting as the first point of contact for lab members when they need supplies ordered · Assisting in accessing on-campus resources when needed Social media and Website maintenance · Provides minimal edits and updates on the website as needed · Assists in social media maintenance and posting as needed · Ensures the presence of the Hart Lab is accurate and up to date Required Qualifications Education · Bachelor’s degree or College diploma in relevant field preferred (or equivalent) Experience · 2+ years of administrative experience · Experience working in an academic institution is preferred. Knowledge/Skills/Abilities · Excellent ability to self-manage and take initiative with new tasks · Excellent ability to identify what tasks can improve workflow and process improvement · Intermediate to advanced level of experience using the following tools: o Microsoft Suite o Adobe o Social media platforms (i.e. Instagram, LinkedIn) o Experience with University of Waterloo specific programs is a major asset · Excellent verbal and written communication skills 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, Métis 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. At the University of Waterloo, we think differently, we act with purpose, and we work together. We advance learning and knowledge through teaching, research, and scholarship, nationally and internationally, in an environment of free expression and enquiry. We are a leading global research-intensive university, renowned for entrepreneurship and innovation, providing co-op and work-integrated learning at scale with impact. Learn more about Waterloo Current employees, please apply via the Job Hub. Internal candidates are reviewed first before external applicants are considered. Due to the volume of applications, only those selected for an interview will be contacted.
