Multi-Scale Additive Manufacturing (MSAM) Assistant

University of Waterloo - Waterloo, ON (30+ days ago)

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Term: 2 years

The Multi-Scale Additive Manufacturing (MSAM) Assistant provides a wide range of administrative and operational support to facilitate the day-to-day operations of the MSAM. This position helps to create and maintain a positive research-, training-, and service-oriented environment in MSAM.

This role is contingent on funding.

Clerical and Administrative Support for the General Operation of the Department

Acts as receptionist by responding to diverse general questions independently, promptly and courteously by way of telephone, email and office visits
Determines the nature of needs and directs individuals to the appropriate staff member, office, or MSAM resource based on a thorough knowledge of MSAM, the department and the University
Facilitates the daily operation of the MSAM printers and photocopiers, including trouble-shooting and processing requests for repair, monitoring supply of paper, toner, or other supplies, and replenishes as necessary
Maintains office and coffee supplies for the MSAM faculty and staff,
Arranges for catering needed for meetings, seminars, conferences
Coordinates both incoming and outgoing mail services for the MSAM team
Assists with the issuing, returning, and tracking of keys
Coordinates copying, faxing, scanning, etc. of materials needed for MSAM’s seminar, courses and conferences (such as HI-AM conference)
Assists at the registration desks in our annual conferences in different locations in Canada
Submits and ensures confidentiality of print orders for research materials
Maintains MSAM directory of faculty and staff listings
Maintains the documents in NAS
Arranges parking passes for MSAM visitors through Parking Services

Meeting and Event Support

Schedules bookings for all MSAM meetings/seminars
Coordinates logistical arrangements for MSAM special events, conferences, seminars, guest lectures, industry and senior leadership partners; including scheduling, catering; preparing and disseminating agenda packages or other materials
Transcribes and circulates meeting minutes as required

Web/Digital Maintenance

Updates MSAM website events, MSAM news, webpages, contact details, etc.
Creates and manages announcements and advertisements displayed on MSAM monitors

Physical Resource Maintenance

Submits maintenance, custodial and other service requests to Plant Operations
Informs Plant Operations of emergencies (e.g. spills, floods, etc.) that require immediate attention to ensure these facility issues are handled promptly and appropriately

Other Duties

Assists the Financial administrative officer to the MSAM directors with the creation of financial reporting, appointments; ensures paperwork is completed and signed by the financial account holder, Vice-Dean of Engineering, and the appointee
Processes online applications/documents received for posted positions
Provides backup support to the MSAM directors during absences and vacation of other key people
Records and maintains vacation list for the MSAM members
Assists with special projects and other duties as assigned by the financial administrative, safety officer and operational manager

Post-secondary degree/diploma preferred or equivalent combination of education and experience
1-2 years of administrative/clerical experience and/or front-line reception/customer service
Experience within an academic environment an asset
Excellent interpersonal and communications skills, both oral and written
Must possess cultural awareness, sensitivity and patience to communicate and interact effectively with a wide range of individuals whose first language may not be English
Strong organizational skills, attention to detail, and good sense of logistics required
Time management skills including adaptability and flexibility to react to unexpected and time sensitive demands
Ability to work well under pressure of high volume and frequent interruptions, ability to stay calm during challenging times and periodic pressure
Proven judgement, tact, diplomacy, and problem-solving skills
Ability to work both independently and in a collaborative team environment, with the capacity to work effectively and efficiently in a complex, fast-paced and changing environment with numerous deadlines and priorities
Knowledge of UW policies and procedures an asset
Intermediate proficiency with Microsoft Office Suite and Adobe Acrobat
Experience with internet or web-based applications such as Agile
The incumbent must function in a hectic, front line environment with constant interruptions and distractions.
Periodic high volumes and conflicting requests e.g. urgent/immediate issues with students and faculty
May interact with individuals who are dissatisfied, difficult or demanding and have varying expectations
There is frequent need to give close attention to various stimuli such as written material and information communicated verbally