| Department: |
Kinesiology |
Effective Date: |
June 2011 |
| Grade: |
USG 6 |
Reports to: |
Director, CRE-MSD |
General Accountability
The Administrative Assistant reports to the Director and Associate Directors of the Centre of Research Expertise for the Prevention of Musculoskeletal Disorders (CRE-MSD), within the Department of Kinesiology. The Administrative Assistant is responsible for the management of all administrative, financial and human resources operations of the Centre.
Nature and Scope
CRE-MSD is a research centre in the Department of Kinesiology that conducts research to improve the understanding of and prevention of work-related musculoskeletal disorders (MSDs). The Centre collaborates with different researchers, institutions and stakeholder groups across Ontario to research different approaches to reducing musculoskeletal disorders among Ontario workers.
The Administrative Assistant is responsible for the management of all administrative, financial and human resources operations of the Centre; co-ordination, development and submission of Centre reports and research grant proposals; preparing, forecasting, monitoring, and reconciling Centre research and operating budgets; managing and overseeing the organization of workshops, conferences and other research development events; managing and maintaining the Centre website; and all other day-to-day administrative operations of the centre. The position requires a self-directed, self-motivated organizer, excellent communication skills, a proven aptitude for attention to detail and accuracy, and the ability to work well independently with little supervision, as well as work for multiple researchers with changing demands and priorities.
Significant Internal Relationships:
- Director and two Associate Directors of CRE-MSD
- Faculty, staff and students within the Department of Kinesiology and the Faculty of Applied Health Sciences
- CRE-MSD’s network of 37 researchers
- CRE-MSD’s Steering Group
- CRE-MSD’s Scientific Committee
- Finance
- Human Resources
- Office of Research
- Procurement and Contract Services
- Waterloo Commercialization Office (WatCo)
- Information Systems & Technology (IST)
- Creative Services (Graphics)
- Central Stores
Significant External Relationships:
- Workplace Safety & Insurance Board (WSIB)
- Canadian Institutes for Health Research (CIHR)
- Institute for Work and Health (IWH)
- Ministry of Labour
- Ontario Health and Safety Associations
- Various unions and union representatives
- CRE-MSD researchers outside of Waterloo
- Researchers outside of CRE-MSD’s network
- CRE-MSD’s 11-person Advisory Committee
- Travel agents
- Hotels and conference facilities
- Website designers and programmers
Statistical Data
CRE-MSD is a research centre in the Department of Kinesiology, of the Faculty of Applied Health Sciences. The Centre is funded by the Workplace Safety & Insurance Board (WSIB). The Centre is currently made up of a network of 37 researchers from 12 different institutions across Ontario. The Centre receives guidance from an 11-person Advisory Committee and has a Steering Group and a Scientific Committee made up of select researchers from its network. The Centre conducts a number of research projects in a variety of industries and sectors and has extensive dealings with the Ontario health and safety system.
Specific Accountabilities
Finance
- Assists the Director in managing approximately $1.9 million in operating and research funds
- Has signing authority on Centre accounts in consultation with the Director
- Acts as primary liaison with Department of Finance and Office of Research
- Responsible for payment of all Centre expenses
- Ensures that all grants are administered according to their individual contractual agreements and requirements
- Administers all budgets and accounts. Monitors for accuracy and completeness using FORE and Teleswap reports. Ensures inaccuracies are reported and adjustments are processed
- Creates and maintains spreadsheets to record expenses and commitments, and to perform monthly account reconciliation
- Provides Director with monthly budget updates, budget forecasts and advises on budget expenditures
- Assists the Office of Research with preparation of interim and year-end financial reporting on a research grants and contracts
- Ensures purchase requisitions, travel claims, request for payments, faculty professional allowance forms, invoices and other financial documents are prepared and processed in a timely manner and accurately reflect the policies, contractual agreements and budget requirements of funding agencies/sponsors
- Holds a UW Purchasing Card and is responsible for its usage, reconciliation and allocation of expenses, and maintaining proper source documentation
- Responsible for petty cash administration and reconciliation
- Ensures that appropriate Centre financial files are maintained
Human Resources
- Acts as primary liaison with the Department of Human Resources
- Prepares and processes all personnel documents for the recruiting and hiring of research staff and students
- Prepares casual pay for research staff and students
- Monitors all salary transactions and encumbrances
- Maintains secure personnel files
Administration
- Facilitates communication between the CRE-MSD network of researchers and advisory committee, University departments (Office of Research, Finance, Human Resources, etc.), research stakeholders such as unions and health and safety associations, the international scientific/research community and external granting agencies
- Manages the administrative databases for the Centre, including tracking of research grants, seed grants, stakeholders, students, software customers, faculty publications and presentations, CVs, etc.
- Initiates, co-ordinates and supports the development, timeline, editing, formatting, assembly and submission of research grant applications and Centre reports, such as annual reports and operating plans
- Supports the research activities of the Centre, assisting with project co-ordination, preparing of research ethics documentation, assisting with report writing, etc.
- Manages the Centre’s internal seed grant program: application collection, preparation of award notification, preparation of contract information, tracking submission of and reviewing progress and final reports, etc.
- Co-ordinates and manages the organization of workshops, conferences and other research development events within Canada and Internationally
- Manages, maintains, and helps create content for the Centre website: creating layouts, preparing website content, monitoring forums, updating online research article and grant databases, etc. Acts as primary liaison with website designers and programmers to investigate website problems and make program/design changes
- Creates and designs Centre products: information pamphlets, posters, reports and presentations, fact sheets, surveys, website pages, etc.
- Drafts and copy-edits correspondence and other materials for the Director’s signature as required
- Formatting, editing, and submission of journal manuscripts to scientific journals
- Provides meeting and travel support, including scheduling, booking meeting space, catering, audio-visual equipment, teleconference arrangements; making hotel, ground transport and air travel arrangements for visiting speakers and Centre faculty and staff; preparation and settlement of travel advances and claims
- Manages the administration of Ergowatch software sales and provides basic support, liaising with the Waterloo Commercialization Office.
- Assists in managing financial and human resources operations of the Centre
- Other duties and special projects as assigned
Working Conditions
Much of the time spent in a comfortable office environment, working independently with little supervision. The Administrative Assistant is often the first point of contact for the Centre and its Directors, and therefore the position includes frequent interaction with faculty, support staff, researchers, research stakeholders and students.
