| Department: |
Institute for Quantum Computing |
Effective Date: |
April, 2014 |
| Grade: |
USG 4
35 hr/wk
|
Reports to: |
Assistant Director, Admnistration |
General Accountability
Accountable to the Assistant Director, Administration, Institute for Quantum Computing (IQC) for reception, mail, maintenance of supplies and general clerical duties.
Nature and Scope
Strategic Context
The mission of the Institute for Quantum Computing is to advance fundamental experimental and theoretical knowledge in relevant areas of Engineering, Mathematics and Science to enhance developments in the field of Quantum Computation and Information Processing. To achieve this mission, the Institute brings together the best researchers and students from around the world in Computing, Engineering, Mathematical and Physical Sciences.
Internal and External Relationships
The Receptionist has regular contact with faculty, staff and students within the Mathematics, Science and Engineering faculties. In addition, there is frequent contact with staff in the Vice President’s Office, Dean’s Offices, and staff, faculty and students from various departments across campus, as well as Graphic Services, Central Stores, Plant Operations, Parking, Key Control, and Telephone Services.
The Receptionist is the first point of contact for all external IQC inquiries. IQC is also involved with researchers in the Perimeter Institute (PI) and the IQC Receptionist has frequent interaction with PI staff. Long and short term visitors arrive daily.
Other positions which report directly to the same supervisor:
- Visitor & Alumni Coordinator
- Administrative/Financial Assistants (3)
- Administrative/Financial Assistant - CERC Chair
- Research Support Assistant, Deputy Director
- Administrative Officer
Positions that report directly to the incumbent: None.
Statistical Data
Currently, there are 18 full time faculty from three UW faculties (Mathematics, Engineering and Science) and the Perimeter Institute for Theoretical Physics who work collaboratively with the Director to advance the goals of the Institute. Plans are to increase the number of faculty to 30 full time positions within the next five years. As well, the Institute currently has 97 graduate students and 46 postdoctoral fellows registered in other faculties but studying within the Institute with an intention to increase to 125 and 50 respectively.
IQC faculty are engaged in extensive research, with over 100 active grants and contracts. Research funds awarded during the past fiscal year amounted to over $28 Million. In addition to this, IQC was recently awarded $50 Million by Industry Canada.
Researchers:
Within 5 years IQC will double its total researchers to a total of more than 200 people.
Specific Accountabilities
- Reception – serves as initial contact for the Institute for Quantum Computing. Handles general inquiries from external visitors, faculty, staff, and students (in person, electronic mail, and telephone). Greets new members and provides tour of IQC facilities.
- Oversees RAC1 reception, supplies and mail carried out by co-op student
- Supplies – orders office supplies as required and ensures stocks are maintained.
- Keys – handles all key permit requests, retrieves expired keys and maintains inventory of IQC lock cylinders. Maintains stock of desk and cabinet keys.
- Maintains calendar for QNC and RAC meeting rooms.
- Mail – responsible for outgoing mail, and distribution of incoming mail. Ensures names on mail slots are kept current.
- Directory Boards – responsible for maintenance of poster directory, photo directory, and maintenance of display/bulletin boards. Creates posters for seminars, etc. as required.
- Website - updates and maintains members section (includes bio’s, contact information, taking photos, etc.).
- Provides administrative support for daily seminars, luncheons, and monthly social gatherings; includes sourcing and ordering food/beverages, processing of invoices, arranging rooms in preparation for events, and clean up.
- Responsible for IQC promotional inventory (shirts, mugs, USB keys, etc). Ensures these are secure and stocks are maintained.
- Space: Responsible for assignment of graduate student desks, ensures floor plans with all office assignments are kept up to date and posts to Quatrium/wiki. Preps space for new members, ensures phone/computers are ordered.
- Graduate Assistance- circulates graduate student applications and follows up as appropriate. Prepares graphs, charts, etc. for graduate reports.
- Back up for Visitor Coordinator and assistance during peak periods; greets visitors, assigns offices, prepares travel claims.
Important Secondary Responsibilities
- Assists with Board of Director meeting preparation; mail outs and reports (photocopying, assembly, distribution).
- Nameplates – ensures that door signs and name plates are kept current
- Mail outs – responsible for mass mailings associated with events, newsletters, holiday cards, etc. Maintains various mailing lists.
- IQC packages & new member packages– assembles for hand out and ensures stocks are kept current.
- Parking Passes – distributes parking passes as required, exercising judgment and maintaining numbers.
- Coordinate meetings and organize catering.
- Assists Event Coordinator with set up for events.
- Plant Operations – handles complaints re heat, lighting, ventilation, safety, etc. Creates Work Requests for white boards, poster boards, shelving, etc.
- Emergency contact information – maintains up to date listing of emergency contacts for all IQC personnel.
- Proofreading, printing, copying, scanning, letter writing, charts, PDFs, etc. as requested by IQC faculty, staff and students.
Permission slips – ensures all new member sign permission slip.
- Headcounts – maintains headcount records by various categories for reporting to agencies (Industry Canada, Board of Director Meetings, etc.). Tracks departures, obtains forwarding addresses and ensures Alumni Coordinator is kept informed.
- Updates Quatrium/wiki with appropriate information as visitors arrive and depart.
- Acts as back up for shipping designate for UW/GO-Logix Web based shipping system.
- Makes deposits at Cashiers office in NH as required from swag, event sales, etc.
- Responsible for locking/unlocking IQC secure areas and main doors.
- Subscription tracking: tracks all IQC subscriptions, flags renewals.
- Other duties/special projects as assigned.
Working Conditions
