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Program Administrator

Date: February, 2016
Reports to (Job Title): Director, Economic Development Program
Jobs Reporting (Job Titles): Program Assistant
Department: Dean of Envrionment Studies - Economic Development


Main Campus


35 hr/wk

Primary Purpose

The Program Administrator is responsible for the administrative management of the financial and human resources of the Economic Development Program at the University of Waterloo, as well as its records of course participants, their completion of courses, and liaison with external agencies (e.g. Economic Developers Association of Canada) for the recognition of points earned towards professional certification.  In addition to overseeing all budget allocations and reconciliations for various courses and seminars, this position serves as a primary internal liaison with Central Services, Human Resources, Payroll, technology supports, and the institution’s financial offices.

Key Accountabilities:

1.  Organize program activities (e.g. courses/seminars), including, but not limited to the following:

Coordinate details such as time, location, refreshments and managing attendee details/requirements, registrations, course/meeting materials, and evaluations.

Coordinate speakers and make travel arrangements where necessary

Ensure the sessions are appropriately publicized

Fiscally responsible when arranging events

Reconcile event expenses



2.  Support for strategic planning, including but not limited to the following:

• Work jointly with the Director to guide decisions on annual program budget allocations
• Support the development and on-going management of relationships with partners
• Support the planning and creation of funding proposals


 3.  Financial Resource Management

• Manage multiple course/training budgets, including monitoring and reconciling all program accounts; processing purchases; coding all invoices; facilitating requisitions and purchase orders for contracted services, consulting support, etc.; processing all travel authorizations

Gather and interpret relevant financial data through the University’s financial reporting system to forecast budgets and generate mid and full annual reports
• Oversee, manage and report on the budget lines relevant to ongoing program development, making recommendations to the Director regarding resource allocation
• Provide guidance on budget management and HR and Finance policies to a team of staff, faculty members and consultants

4.  Human Resource Management including, but not limited to;

• Participate in staff planning and recruitment activities
• Provide leadership to Economic Development Program staff, offering appropriate training, orientation, and supervision
• Coordinate and share responsibility to lead staff meetings
• Oversee any office restructuring and/or moves, ensuring smooth transitions and uninterrupted work flows for all staff and faculty members

5.  On-going Learning and Application

• Apply a current, relevant financial, student and staff management knowledge base
• Actively seek and complete professional development opportunities in order to continually enhance knowledge, skills and experience related to financial and human resource and overall office management in support of the program’s goals


Position Requirements


High School Diploma required.


Minimum 4 years experience in a financial and office management role;

Financial experience within the University of Waterloo is highly desirable;

Knowledge of economic development is highly desirable

Experience arranging events is highly desirable.


Intermediate experience with database management system

Intermediate experience with Microsoft Office


MS Word Excel PowerPoint Other
Intermediate Intermediate Intermediate Intermediate

Nature and Scope

Interpersonal Skills:

Internally, deals with, informs, influences or motivates employee(s), colleagues or group(s) of people:

Externally, makes contacts with partner or potential partner organizations to discuss and arrange case study opportunities for students

Level of Responsibility:

Decision-Making Authority:

Physical and Sensory Demands:

Minimal demands typical of an administrative position within an office environment

Working Environment:

Travel:  Occasional travel required (conferences and courses)

Working Hours: 

Risks - physical and psychological:

Physical risks

Psychological risks