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Administrative Assistant

Department: Fine Arts Effective Date: May, 2012


35 hr/wk

Reports to: Chair, Fine Arts

General Accountability

The Administrative Assistant is accountable for establishing and maintaining effective administrative processes in the Department of Fine Arts, consistent with UW and Faculty-wide standards and protocols. S/he reports to the Department Chair and supports the Chair’s activities. S/he is responsible for wide-ranging administrative support for the Department’s undergraduate and graduate academic programs, working closely with the Department’s Associate Chairs for Undergraduate Studies and Graduate Studies. S/he works closely with other faculty and staff members in Fine Arts and the Director-Curator of the University of Waterloo Art Gallery (UWAG). The Administrative Assistant also serves as a contact for undergraduate students in the Global Business/Digital Arts program, providing these students with general information and direction to appropriate resources.

Nature and Scope

The Department of Fine Arts offers several undergraduate programs and an MFA program in studio practice. The University of Waterloo Art Gallery (UWAG) is administered through the Department of Fine Arts.  

The Assistant is responsible for the administrative systems that support the Department’s teaching, learning and research missions. The position requires a thorough knowledge of University policies and procedures, financial and scheduling systems, and supervisory protocols. The Assistant must have excellent communication skills, and the ability to interact effectively and positively with faculty, staff, students, the Director-Curator of UWAG, and people external to UW.

Statistical Data

Specific Accountabilities


Department Chair:

Department Faculty and Staff:

Provides leadership in the regular review and updating of departmental administrative policies and procedures, ensuring that these are in synch with those at the Faculty and University level;

Faculty Performance Reviews:

Appointments committee:

Department Tenure and Promotion Committee:

Continuing or ad hoc departmental committees:


Course Scheduling:


Responsible for key elements of external and internal departmental communication as assigned by the Chair:

Department meetings:


Graduate program support:


Prospective student administration

Current student administration

Budget administration

Scholarship co-ordination

Undergraduate program support:


Prospective student administration

Current student administration and advising

Other relevant administrative assistance:

Department Visiting Artists series:

Undergraduate kits and models:

FINE 302/402 courses:

Fine Arts student trips (ranging from three-day trips to longer term trips, in North America and beyond):

SOFA (Society of Fine Artists) undergraduate group:


Fine Arts Awards Day:

Significant Internal Contacts

Significant External Contacts

Working Conditions