Department: |
Chemical Engineering |
Effective Date: |
May 2008 |
Grade: |
USG 5
15 hr/wk
|
Reports to: |
Director, Institute for Polymer Research |
General Accountability
This position reports directly to the Director of the Institute for Polymer Research and is accountable for the administration and day-to-day operations to support the Director, the Institute in general, and other Institute academic (primarily) and industrial members. As the initial, main point of contact with the Institute, the incumbent must be knowledgeable, friendly, professional and tactful at all times.
Nature and Scope
The incumbent interacts with the Institute for Polymer Research industrial members, academic members from Chemistry, Chemical Engineering, Physics and Astronomy and other university departments (and other affiliate members from other universities, e.g. Ryerson, Canada; UNAM, Mexico), as well as undergraduate and graduate students involved with polymer research.
Statistical Data
No. of Industrial member companies |
6-10 |
Number of Academic Members |
15 permanent and several affiliates |
Number of Students |
80 |
Operating Budget |
$50,000-$80,000 |
Specific Accountabilities
The ideal candidate for the above position should be a well-organized self-starter who can work with minimal supervision. Well-developed communication skills (written and verbal), confidentiality, keen judgment and excellent interpersonal skills are a necessity. A thorough understanding of the university financial reporting system, meticulous attention to detail, and a sound knowledge of UW policy and procedures is also required. A comprehensive understanding and daily use of MS Office suite is essential.
Duties:
- Provide the Director of the IPR with administrative services, typing of technical correspondence, and power point presentation materials.
- Coordinate and assist in the preparation of 5-year activity reports for IPR Senate approval renewals.
- Compose and send correspondence of a non-technical nature and respond independently (orally and written) to enquiries from both the internal UW community and external agencies.
- Arrange in-house seminars, symposia and IPR meetings; issuing notices, agenda and follow-up material.
- Organize all aspects of two major conferences (symposia and short course) per year including vetting venues and negotiating contracts, arranging catering and AV equipment, registering participants, compiling all conference materials, covering welcome and reception.
- Coordinate oral and poster presentation materials for annual IPR Symposium; including compiling a book of conference abstracts. Coordinate with webmaster to put proceedings on IPR website.
- Assist guests of the IPR (from external laboratories and industry) with travel and accommodation arrangements as well as travel claim and expense reimbursement processes.
- Maintain and update large contact information and mail-out databases to inform the national and international polymer community regarding IPR events and news.
- Solicit and compile all materials from IPR faculty members (15) to produce the annual IPR newsletter.
- Order all supplies for IPR office as well as provide assistance to other IPR academic members with administrative-related activities for the purchase and servicing of IPR lab equipment e.g., (placing purchase orders, following up on delivery and subsequent payment authorization etc.).
- Maintain all IPR files—electronic and paper.
- Frequently review IPR website to ensure ease of navigation and contemporary appearance and liaise with webmaster to update website information.
Finance Administration
- Responsible for all financial budgeting and reconciliation for intensive industrial short courses, seminars and mini-conferences.
- Produce systems contract requisitions and purchase orders for routine ordering.
- Generate invoices for the Institute including membership dues, analyses charges, consulting fees etc. and subsequently, track all payments received.
- Process confidential salary information and faculty consulting forms, travel claims, faculty expense reports and reimbursements, and scholarship/ award payments to students.
- Perform monthly and year-end account reconciliation and verify expense records with back-up documentation using FORE accounting system.
Significant Internal/External Relationships
Regular contact with faculty and staff within Chemical Engineering and other academic departments, as well as ongoing contact with staff in Finance, Office of Research, Plant Operations, Central Stores, Purchasing, Graphics, University Club, Conrad Grebel College, Audio Visual, UW Catering etc.
Significant external and international contact is maintained with 5-10 industrial IPR member companies, hotels, transportation suppliers and visitors to the IPR.
Working Conditions