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Administrative Officer

Date: September, 2012
Reports to (Job Title): Director
Jobs Reporting (Job Titles):

Financial Officer

Associate Director of Development & Alumni Affairs (co-supervision)

Senior Computing Support Specialist

Project Leader – Health Informatics

Administrative Assistant – Admissions/Undergraduate Studies

Electrical Instrument Technician


Location: Main Campus

USG 14

35 hr/wk

Primary Purpose

The Administrative Officer is responsible for financial oversight of the School of Optometry & Vision Science, human resources administration, as well as management and oversight of other administrative functions required to support the School’s teaching and research missions. The Administrative Officer provides strategic advice and support to the School’s Director and senior administration. This position also provides leadership and support on special projects and strategic initiatives. As the senior administrative staff member in the School, the Administrative Officer provides continuity as academic leadership changes.

Key Accountabilities:

1.Financial oversight, including but not limited to:


2.Human resources administration



3.Strategic Planning


4.Provide continuity through academic administration succession.



5.Oversee School information systems and  technology


6.Special projects, initiatives and responsibilities


Position Requirements


BA in discipline related to business administration or finance preferred


5+ years in academic setting, preferably at Waterloo, in a management or supervisory role.  Competencies will include strategic and creative thinking, people management, interpersonal, organizational and communication skills. Tact, judgement & diplomacy are essential. Must demonstrate significant management & leadership skills. Multi-tasking, concurrent task and problem management essential assets with the ability to assess, analyze and resolve issues.


MS Word Excel PowerPoint Other
Basic Basic, Advanced preferred Not required Experience with MS Office tools, Sharepoint an asset

Nature and Scope

Interpersonal Skills:

Within the School, communicates with all employees in all groups and areas at all levels to deal with, influence and motivate others,  to promote, justify and settle highly sensitive matters.  Externally, this position will have significant senior contacts with optometry professional organizations (schools, associations and regulators) as well as most academic support units including senior university administrators

Level of Responsibility:

Senior staff position in school managing School-wide processes and initiatives

Decision-Making Authority:

Physical and Sensory Demands:

Minimal demands typical of a senior executive position operating within an office environment

Working Environment:

Minimal exposure to disagreeable conditions typical of a senior executive position exposed to stress and pressure associated with senior level responsibilities.