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Administrative Officer

Date: April 1, 2015
Reports to (Job Title): Director, School of Pharmacy
Jobs Reporting (Job Titles):

Financial Officer

Administrative Assistant

Administrative Coordinator, Research and Graduate Studies

Academic Advisor/Undergraduate Administrative Coordinator

Administrative Coordinator, Co-op, CSL and CPD

Administrative Coordinator, Patient Rotations

Administrative Receptionist

Communications Coordinator

Scientific and Technical Resource Manager

Department: School of Pharmacy


Health Sciences Campus


USG 12
35 hr/wk

Primary Purpose

The Administrative Officer is responsible for the operation, administration, and facilities of the School of Pharmacy, located off the main UW campus at 10 Victoria Street North, Kitchener, Ontario.  The incumbent serves as a primary resource to the School of Pharmacy in the development and management of an administrative structure to support the academic and non-academic activities of the School. The Administrative Officer provides strategic counsel and support to the Director and the Executive Management team. The incumbent provides leadership and support on special projects and strategic initiatives.  As the senior administrative staff member in the School, the Administrative Officer provides important continuity as academic leadership team member’s change.

Key Accountabilities:

1.  Financial oversight, including but not limited to:




2.  Human Resources Administration including but not limited to:





3.  Administrative Leadership, including but not limited to:





4.  Strategic Planning and support, including but not limited to:


Position Requirements


Bachelor’s degree required or equivalent post-secondary education and experience required.  Additional education or training in business and human resources administration preferred.


Extensive management and leadership experience in an academic environment.  An understanding of the unique requirements of a professional program within a research-intensive university is an asset.  Competencies will include strategic and creative thinking, people management, interpersonal, organizational and communication skills.  Tact, judgement and diplomacy are essential.  Must demonstrate significant management and leadership skills.  Multi-tasking, concurrent task and problem management are essential skills with the ability to assess, analyse and resolve issues. 


MS Word Excel PowerPoint Other
Intermediate Advanced Intermediate Experience with SharePoint, web content management software and FORE an asset. 

Nature and Scope

Interpersonal Skills:

Within the School, communicates effectively with all employees including faculty and staff to help advance the teaching, research and service missions of the School.   Externally, this position will communicate with contacts in the pharmacy profession (schools, associations and regulators) as well as other academic and support units within the university including senior university administrators.

Level of Responsibility:

A senior staff position managing School-wide processes and initiatives.

Decision-Making Authority:

Has signing authority for all operating, trust and endowment funds within the School.  Responsible and accountable for establishing and implementing, with the Director, the priorities for the School. Makes decisions on timelines, budget allocation, and staffing resources to meet department’s strategic objectives.

Physical and Sensory Demands:

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

Working Environment:

Regular working hours with some evening/weekend work.  Exposed to stress and pressure associated with senior level responsibilities, significant financial oversight and confidential human resource leadership.