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Administrative Assistant, Bioengineering Centre

Department: Centre for Bioengineering and Biotechnology Effective Date: May, 2012


35 hr/wk

Reports to: Director

General Accountability

Reporting to the Director, Centre for Bioengineering and Biotechnology the Administrative Assistant provides secretarial support and assists with the administration and communications of the Centre. The Admin Assistant will work with the Director in supporting and developing research partnerships with industry, non-governmental organizations (NGOs), government and post-secondary institutions. The incumbent will continually develop and maintain a data bank to track funding and success stories for the past, present and potential Centre sponsors and partners This position is designed to bridge and maintain a working relationship with the Office of Research and Finance, as well as the Associate Dean of Research offices for Engineering and Science. Careful management of the finances of the Centre, its relationship with faculty and staff involved in its research programs, oversight of its research activities, and liaison with internal and external agencies and partners will ensure its continued, successful operation.


Nature and Scope

The Centre for Bioengineering and Biotechnology is a new centre at the University of Waterloo.  Over 80 researchers, across all faculties of the University of Waterloo are involved in leading edge research in bioengineering and biotechnology.  Working closely with industry and government, the Centre will enable innovation and competitiveness in several key economic sectors in Canada, including energy, materials, electronics and healthcare.


The incumbent is responsible for providing communications support, administrative support,  budget management, and external coordination. This position is directly accountable to the Director to co-ordinate the research activities of the Institute. Meeting non-negotiable deadlines that are internal and external to the Bioengineering Centre and timely precision in accessing, collecting and providing data on short notice is crucial.



  1. The AA will provide support and continuity for Centre initiatives. Responsibilities include:
      • Coordination of promotional activities, including visits to campus from industry and government sponsors, workshops and seminars, news updates on the centre website, and preparing of communications material.
      • administrative support, management of the Centre accounts and adherence to budget
      • grant application support by way of proof-reading and communicating the role of the Centre
      • liaison for guidelines and policies governing the university, research grants and contract
      • Proposals to sources such as: NSERC Strategic Grants, IRC's, CRD's, CFI, ORF, OCE with the appropriate review committees.
      • Soliciting and orchestrating direct funding opportunities from government ministries at both the provincial and federal levels.
      • Coordinating  industrial funding, in-kind commitments and letters of support.
      • Communicating the successful results of funding awards through the website and Centre communications
      • Managing, accessing and maintaining databases, web content, and other information resources.
      • Assisting with announcements, publicity and public relations.
      • The incumbent is responsible for maintaining cumulative statistics for the Centre for funding and research. The incumbent is furthermore responsible for drawing from this data to create funding reports, tables and graphs, for the purpose of submissions and be highly proficient in the preparation of presentations (i.e. PowerPoint and Microsoft Office Tools).


Overall, the Administrative Assistant CBBiotech

  1. Makes independent decisions regarding, but not limited to, the following:
  1. Manage Significant Internal Relationships

  1. Manage Significant External Relationships


Statistical Data

Over 50 faculty student members

Centre research funding targeted in excess of 50M in five years

Numerous Canada research chair and industrial chair participants

Strong external relationships through corporate partnerships

Specific Accountabilities

The Administrative Assistant will act independently requiring minimal supervision. This position is accountable for the undertaking of administrative support, budget and account management. The AA is responsible for a multitude of tasks and deadlines, while continually maintaining tact, diplomacy and confidentiality surrounding all facets of the job. A clear network of communication is key to the success of the Centre and must be carried out with utmost professionalism to on/off campus origins, on behalf of Centre.


Working Conditions