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Project Administration Assistant

Department: Physics Effective Date: 15 February, 2003
Grade: USG 5 Reports to: Project Manager

General Accountability

The incumbent reports directly to the Project Leader of the Canadian SCUBA-2 Project and works closely with the Canadian Project Manager. Primarily the Administration Assistant’s position exists to relieve the members of the Project of the many details and problems involved in the effective  functioning of the Project.  The Administration Assistant is a well organized individual who provides support to the Project Leader and Project Manager on financial matters, project documentation, and other record keeping.

Nature and Scope

Statistical Data

Specific Accountabilities

  1. The incumbent is responsible for numerous financial/administrative duties as delegated by the Project Leader. These include, for example, reconciliation of accounts, payment of invoices, record keeping, submitting financial records including copies of purchase orders, invoices, and expenditure receipts to the granting agencies.
  2. In conjunction with Project personnel, will ensure that all-major purchases are itemized and charged to appropriate accounts.  Collect back up paperwork and reconcile expenditures against monthly financial statements and compare to budgets.  Alert the Project Leader and Project Manager of potential problems with over-expenditures. Take action to rectify any errors detected. Communicate discrepancies to Project Leader, Project Manager, and University of Waterloo Financial Office.
  3. Maintain records and provide updated statements periodically. 
  4. Receive, scrutinize and distribute monthly status reports. 
  5. Prepare letters/memos as requested.
  6. Co-ordinate travel/meeting arrangements for Project personnel and visitors as requested.
  7. Handle all incoming calls to SCUBA-2 Canadian Project Office as well as set up conference calls for Project personnel.
  8. Arrange/attend Project functions as requested by the Project Leader.
  9. Recording of minutes at Project meetings and teleconferences.
  10. Maintain Project document files and web pages (requires minimal training for this function; this  will be available if incumbent not knowledgeable in this area).
  11. Act in the capacity of “grants/contracts co-ordinator” for the Project. This involves: advising Project personnel of grant/contract deadlines, distribution of appropriate forms and templates, perusing completed applications to ensure they conform to guidelines, organisation of site visits, and other committee meetings. 
  12. Coordinate financial reporting between University of Waterloo and other participating institutions.
  13. Regular meetings, usually by telephone, with Project Manager on project status.
  14. Due to heavy workload of the Project Leader and Project Manager, the incumbent plays a key role within the Project and is the first point of contact for individuals. Therefore, it important that the incumbent represent the Project in a professional manner.
  15. Perform various other administrative tasks as requested by the Director.

Working Conditions