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Office Administrator

Date: June 10, 2016
Reports to (Job Title): Director, Organizational Services
Jobs Reporting (Job Titles): Administrative Secretary
Department: Library

Location:

Main Campus

Grade:

USG 7
35 hr/wk


Primary Purpose

 The Office Administrator contributes to the Library’s commitment to ensuring a robust employer-employee relationship through responsibility for human resources management, confidential administrative support, and office management.

Key Accountabilities:

1. 

Human Resources management on a day-to-day basis for the full staff life cycle from recruitment to exit, including records management for all ongoing and contract staff

  • Provides expert interpretation of and guidance on library practices as they relate to Human Resources policies and procedures, such as recruiting, compensation, and staff leaves
  • Documents all library specific practices related to human resource management and ensures that resources are readily available to managers and staff
  • Ensures that personnel files and databases are current and accurate for all library staff
  • Anticipates, identifies, and addresses issues, serving as a primary liaison with Human Resources, particularly payroll, compensation, benefits units, and the Library’s Human Resource Advisor 
    • Works closely with the Library’s Financial Administrator to ensure that expenses related to human resources are properly accounted for and anticipated
  • Supports hiring managers during recruitment activities by assisting in the application of best practices and participating in entry-level and mid-level recruits
    • Liaises with external candidates regarding travel and logistical arrangements for professional recruits
    • Working with hiring managers, develops staff training and development plans to ensure an effective, targeted onboarding experience for all new ongoing hires
  • Working with library managers, implements and monitors training and staff development plans which are intended to be library-wide or contribute to the advancement of the Library’s strategic directions
  • Serves as a resource to departments hiring temporary staff, including student or casual workers

 

 

2. 

Confidential Administrative Support

  • For senior executive team members in support of Human Resource management
  • For senior management committees, including agenda management, all meeting logistics, records management, and relationship management
  • Provides statistical data and analysis regarding human resource management issues such as attendance, vacation, and performance ratings

 

3.

Office Management

  • Ensures that the support requirements of the Library Office are met, in conjunction with the Administrative Secretary
  • Co-ordinates support requirements for managers and staff to the degree that resources are available to do so (e.g. booking meetings, minutes for meetings)
  • Hires, trains, supervises, and manages the workload of the Administrative Secretary and any other temporary administrative support staff
  • Maintains data and provides statistics and analysis, including an annual report which notes significant items, such as organizational changes and sick leave usage
  • Works cooperatively with the Financial Administrator to ensure timely and accurate reporting of data for internal reports and surveys and questionnaires from external agencies

 

4. 

Special Projects

  • Leads, contributes to and/or tracks special projects of personal interest or of strategic importance to the Library
  • Arranges and/or assists with planning of special events upon occasion
  • Volunteer coordination

 

Position Requirements

Education:

University or College degree with several years of administrative experience, preferably in a library or academic environment or equivalent education and/or experience.

Experience:

Professionalism and discretion when dealing with confidential or sensitive matters. Familiarity with University of Waterloo policies and procedures, particularly related to Human Resource management and document retention.  Outstanding interpersonal skills, with a demonstrated ability to work with others in a friendly, calm, cooperative, and diplomatic manner while providing exceptional customer service. Enjoys developing and maintaining excellent working relationships with clients at all levels. Excellent organizational skills with the ability to manage multiple and rapidly-changing priorities while still meeting deadlines.   Ability to work independently and accurately and to take initiative when minimal direction is provided.  Clear and positive communicator (oral and in writing), while paying attention to detail.   Demonstrated experience exercising sound judgement, problem solving, and decision making skills.  Interest in leading or participating in team projects and/or planning events.   Supervisory experience is an asset.

 

 

Technical:

Proficiency in Microsoft Office Suite: Word, Excel, Outlook; document management, and web content management software.  Experience Sharepoint and FORE are assets.

Technical:

MS Word Excel PowerPoint Other
Highly Proficient Highly Proficient Knowledge of SharePoint FORE

Nature and Scope

Interpersonal Skills:

Superb communication and strong interpersonal skills are required to address and resolve issues of procedure and policy, and in note taking of meetings of senior management committees. The Office Administrator communicates internally with library staff as well as Human Resources. Excellent written and verbal communication skills, diplomacy and tact are essential.

Level of Responsibility:

The position has defined specialized and routine tasks, most of which involve confidential information. The incumbent receives specific guidance but is expected to perform duties independently with outstanding customer service, sound judgment, a strong work ethic and ability to take initiative where minimal direction is provided. The incumbent manages the workload of the Administrative Secretary and ensures that the support requirements of the Library Office are met.

Decision-Making Authority:

Some decision making authority. Problems, recommendations and decisions typically involve day-to-day operations within established policies and procedures. The Director, Organizational Services will be consulted when a problem falls outside of established procedures or policies, or when a conflict has arisen.

Physical and Sensory Demands:

Minimal demands typical of an administrative position working in an office environment. Concentrated attention to detail is required in an environment with frequent interruptions and competing priorities. The incumbent must be able to manage concurrent assignments and prioritize workload in order to meet deadlines.  

Working Environment:

Minimal exposure to disagreeable working conditions typical of working in an office environment.