Research Administrative Assistant

Department:	School of Optometry	Effective Date:	October 2005
Grade:	USG 5	Reports to:	Director of the Flanagan Lab

General Accountability

The Research Administrative Assistant reports to the Director of the Flanagan Lab, School of Optometry, and is responsible for the day-to-day administrative activities of the laboratory including budget and financial planning. In addition, the Research Administrative Assistant provides secretarial assistance to Dr. Flanagan’s research graduate students as required. The incumbent assists Dr. Flanagan with all laboratory activities and is responsible for ensuring the smooth and efficient functioning of the lab as an administrative unit within the School of Optometry. This position involves a 12 to 16 hour work week.

Nature and Scope

The Research Administrative Assistant is responsible for all administrative activities and must be knowledgeable of University of Waterloo policies and procedures and their implementation as they relate to the functioning of the department. This includes, but is not limited to assistance with preparation of mainly government grant applications, external contracts, Office of Research forms, etc.

The Research Administrative Assistant is responsible for all financial activities within the lab including budget transactions and planning, monthly reconciliations and reimbursements. In addition they will be expected to monitor financial position with respect to funding.

The Research Administrative Assistant is responsible for assisting with payroll forms for all graduate students, Post-doctoral Fellows and summer research undergraduate students. The incumbent advises all casual and contracted employees with respect to payroll procedures.

The Research Administrative Assistant is responsible for co-ordinating any special projects initiated by or requested of Dr. Flanagan (e.g., workshops, continuing education, social gatherings, etc.).

The individual is responsible for the purchase of new equipment and makes decisions with respect to repair, replacement or sale of laboratory furniture and equipment.

The individual is also responsible in assisting Dr. Flanagan with research studies being untaken in the Flanlab.

The incumbent assists with scheduling the Lab Director with meetings, travel arrangements, etc., when necessary and provides advice and assistance with reconciliation following trips and conferences.

Statistical Data

The Flanagan Laboratory is a research laboratory within the School of Optometry. It currently has the Laboratory Director (Dr. John Flanagan), 2 technicians, 1 Post-Doctoral Fellow, 2 MSc and 2 PhD graduate students. The laboratory has an annual combined budget of approximately $300,000.00.

Specific Accountabilities

The Research Administrative Assistant is responsible for the smooth and efficient operation of the Flanagan Laboratory.

The Research Administrative Assistant must ensure that lab’s financial records are in order and must monitor financial transactions. The incumbent should be prepared to provide guidance and advice with respect to laboratory expenditures and financial commitments.

The Research Administrative Assistant ensures that the Lab Director is free to function in areas that require his direct involvement. The Research Administrative Assistant assumes any necessary responsibilities as assigned by Dr. Flanagan or those self-initiated to promote the overall efficiency and productivity within the Flanagan laboratory.