Pattern Analysis & Machine Intelligence (PAMI) Secretary

Department:	Electrical and Computer Engineering	Effective Date:	September, 2009
Grade:	USG 4	Reports to:	PAMI Director

General Accountability

This position is accountable to the PAMI Director and its faculty members, and also to the Department Resource Manager in Electrical and Computer Engineering.

Nature and Scope

The Electrical and Computer Engineering Department is the largest academic department in the University of Waterloo with 76 faculty members and 500 graduate students. In addition, 420 undergraduate students are admitted each September. There are 17 secretarial/administrative staff as well as 25 technical support staff. The department offers 5 undergraduate degree programs; Electrical Engineering, Computer Engineering, Software Engineering (jointly offered with the School of Computer Science), Mechatronics Engineering (offered in conjunction with Mechanical Engineering and Systems Design Engineering), and Nanotechnology Engineering (offered in conjunction with Chemical Engineering and Chemistry).

The PAMI group is a large active research group within the department encompassing 3 faculty members, 3 research associates and 40 graduate students (on average). This position is ½ time, 17.5 hours per week and is contingent upon funding.

Statistical Data

Provide secretarial support for three faculty members, 3 research associates and 40 graduate students within the research group
Monitor research grants for 3 faculty members totaling approximately $700K in yearly funding.

Specific Accountabilities

Generate letters, papers, memos and notices for PAMI faculty members using Microsoft Word, process scientific papers with math equations.
Draft some correspondence as requested by the Director.
Generate research grant applications for all PAMI faculty members.
Schedule, book rooms and applicable equipment for research, industrial and government related meetings.
Assist PAMI faculty members with travel arrangements, process travel advances and travel claims upon request.
Assist PAMI faculty members and students in running scientific events such as conferences and workshops.
Monitor research accounts, reconcile monthly statements and bring all errors to the attention of the grant holder. Take appropriate action to have errors corrected.
Custodian of the PAMI petty cash.
Reconcile and prepare charge-back memos for computer user accounts, laser printing, photocopying, long distance and FAX charges of all PAMI group members.

Secondary Responsibilities

Collect and distribute mail.
Answer telephone, email and voicemail inquiries in the Director’s absence.
Maintain an orderly filing system for all research and grant contracts, equipment purchases, maintenance agreements and communications with external organizations.
Order and maintain supply stock for the PAMI research group.
Maintain catalogue of PAMI technical reports and papers, distribute and bill when copies are requested from outside agencies.
Other duties as assigned from time to time by the PAMI Director and/or faculty members.