Department:	Dean of Arts	Effective Date:	October, 2007
Grade:	USG 4	Reports to:	Chair

General Accountability

The Secretarial Assistant is responsible for the provision of secretarial support to the J.W. McConnell Chair in Social Innovation and the activities of the Social Innovation Generation initiative (SiG@Waterloo) housed in the Faculty of Arts. The incumbent reports directly to the Chair.

Nature and Scope

The J.W. McConnell Family Foundation and the University of Waterloo have agreed to collaborate on the establishment and management of the Chair for Social Innovation Generation (SiG@Waterloo), a key initiative in the Foundation’s national program on social innovation.  SiG@Waterloo is designed to stimulate the application of research to pressing national problems and to train graduate students in the field of knowledge mobilization and social innovation.  The Chair in Social Innovation will manage the national knowledge mobilization program and will serve as a key advisor to the development of the Centre for Social Innovation.

 

The incumbent’s primary responsibility is to provide secretarial support to the Chair in the management of various tasks originating from the activities of the Chair and the Centre for Social Innovation.  The Secretarial Assistant is expected to work effectively in a team environment in which all members of the office collectively contribute to the overall operation of the Office of the Chair.  This is a new position that will be involved in the start up and establishment of a working office and the proposed Centre for Social Innovation. 

Statistical Data

Specific Accountabilities

• As receptionist, serves as the first point of contact for the office, including interaction with community members, university faculty, corporations, and government agencies.
• Provides secretarial/administrative support to the Chair, SiG Administrator and graduate student assistants.
• Responds to/redirects incoming enquiries and vets email messages on behalf of the Chair.
• Processes correspondence; drafts, corrects, and proofreads letters; types forms and program related documents (agendas, work sheets etc.).
• Schedules appointments for Chair and manages Chair’s calendar.
• Makes travel arrangements and processes travel expenses;
• Processes and monitors department non-salary expenses and purchases (e.g. office supplies).
• Maintains office photocopier, copying records and supplies inventory.
• Develops and maintains department filing system.
• Distributes mail.
• Helps prepare PowerPoint presentations.
• Provides assistance with organization of special events, as needed.
• Prepares and distributes agendas;  takes notes at meetings, as needed.

SIGNIFICANT INTERNAL CONTACTS:

Office of the Dean of Arts; Associate Deans and Chairs of Arts; Graphic Services; Human Resources; University Club; Arts Computing Office; Audio Visual Department; Finance; Purchasing; faculty members/researchers in Arts.

 

SIGNIFICANT EXTERNAL CONTACTS:

Regular contact with Community members, various corporations, and government agencies.

Working Conditions

Human Resources
General Services Complex
University of Waterloo
200 University Avenue West
Waterloo, Ontario, Canada N2L 3G1
519 888 4567 ext. 35935

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