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Administrative Assistant to Associate Dean, Outreach

Department: Dean of Engineering Effective Date: January 1, 2011
Grade: USG 6 Reports to: Associate Dean, Outreach

General Accountability

The Administrative Assistant to the Associate Dean, Outreach reports directly to the Associate Dean Outreach and is responsible for managing, planning, promoting and implementing successful outreach events and initiatives aimed at increasing the participation of under-represented groups such as women in both Waterloo Engineering and the profession.

The incumbent is also responsible for providing administrative and financial support to the Associate Dean.

Nature and Scope

Waterloo’s Faculty of Engineering is administered by the Dean of Engineering and six Associate Deans (Undergraduate Studies; Co-operative Education and Professional Affairs; Graduate Studies and International Agreements; Research and External Partnerships; Outreach; and Computing.)

The Faculty is comprised of eight academic units (Architecture; Business, Entrepreneurship and Technology; Chemical Engineering; Civil and Environmental Engineering; Electrical and Computer Engineering; Management Sciences; Mechanical and Mechatronics Engineering; and Systems Design Engineering) and two service units (Engineering Computing and the Engineering Machine Shop).

This position reports directly to the Associate Dean, Outreach, who in turn reports to the Dean of Engineering. The Manager of Outreach Activities also reports directly to the Associate Dean, Outreach.

Major Challenges

The Administrative Assistant to the Associate Dean, Outreach must be able to work independently and to balance the demands of students, parents, sponsors, volunteers and the approximately 60 staff members involved in the delivery of outreach programs, as well as staff, faculty members and administrators in the Faculty of Engineering and the Faculty of Science and across campus.  Strong project management, administration and analytic skills and experience with budgets are essential.  Proficiency with a wide range of computer software applications, including MS word, Excel, data base management and web/html is required.  Excellent interpersonal organizational and problem solving, communication (written and oral) and presentation skills are essential.

Occasional evening and weekend work will be required. Workload is heavy when Engineering Science Quest summer camps are in operation in the summer, as well as Explorations in the spring and Go Eng Girl in the fall.


Statistical Data

Total undergraduate enrolment:  5,528

Total graduate enrolment: 1,430

Total faculty members: 249

Total staff members: 184

Total research funding: $44,000,000

Total alumni: 29,752

Specific Accountabilities

Provides administrative support to the Associate Dean, Outreach

Responsible for all financial matters within the office of the Associate Dean, Outreach, including handling day to day financial transactions, reconciling accounts, monitoring budget, and preparing financial reports and forecasts

Schedules meetings, circulates meeting materials, keeps minutes, and implements  committee decisions.

Initiates and organizes events, books space, arranges food, handles registration, and attends to logistics at outreach events.

Arranges visits and meetings with external stakeholders, including booking space, arranging food, greeting visitors, etc.

Responsible for the ongoing maintenance of websites within the office of the Associate Dean, Outreach

Coordinate all initial contacts with the Outreach program, providing information to internal and external parties, redirecting inquiries or scheduling appointments on behalf of the Associate Dean and Manager – Outreach.

Engineering Science Quest

Women in Engineering

Engineering Explorations

Significant internal relationships

Significant external relationships

Working Conditions