Administrative Manager

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Job Requisition ID:

2026-03917

Time Type:

Full time

Employee Group:

Staff

Job Category:

Administrative Support

Employment Type:

Permanent

Department:

Faculty of Mathematics - Dean of Mathematics Office - Women in Math

Hiring Range:

$67,688.63 - $84,610.79

Posting Information:
This posting is for an existing vacancy.

The internal posting deadline for this position is November 19, 2026 at 11:59PM

Job Description:

Primary Purpose

Reporting to the Associate Dean (AD), Equity, Diversity, Inclusion & Student Empowerment (EDI&SE), the Administrative Manager (AM) is responsible for the oversight and management of all administrative, financial and human resource and operational functions of the EDI&SE Office. The AM also leads the office’s outreach strategy and related projects and serves as a key liaison between the office and the Faculty of Mathematics community, building strong and collaborative relationships with internal and external stakeholders, and ensuring the EDI&SE strategic priorities and objectives are aligned and met.

Key Accountabilities

Strategic Support

• Supports the AD in overseeing administrative operations of the EDI&SE Office and advancing the office’s internal and external relationships

• Fosters and maintains positive working relationship within the office and across the Faculty of Mathematics

• Acts as a primary resource to university partners such as the Office of Equity, Diversity, Inclusion & Anti-Racism, Office of Indigenous Relations, Human Resources, Safety Office, Finance, Information Systems & Technology (IST), Procurement and Contact Services, Central Stores, and Plant Operations

• Provides confidential and strategic information, advice, and counsel to the AD, identifying urgent EDI&SE-related issues that require immediate attention, facilitating resolutions or escalating issues where necessary

• Maintains a strong knowledge base of university policies, procedures and guidelines, resources, and services, developing and fostering strong and collaborative working relationships with senior leadership and administration of the Faculty of Mathematics, serving as a resource to consult and advise on internal and external information

Administrative Leadership

• Provides leadership and direction to administrative staff within the EDI&SE Office, fostering a welcoming work environment, establishing performance goals, driving team priorities, and ensuring effective communication across the office

• Supervises the Administrative Coordinator and manages recruitment and training of contract staff and co-op students within the office

• Provides administrative support in organizing and scheduling meetings with internal and external stakeholders, ensuring prioritization based on urgency and strategic importance

• Contributes to the EDI&SE Office risk report

• Prepares annual progress reports for the EDI&SE Office, ensuring accurate and timely reporting of key initiatives and outcomes

Human Resources Administration

• Provides confidential and strategic advice and problem-solving support to the AD regarding the recruitment, hiring and retention of staff members

• Provides consultation on all HR issues related to staff, including the interpretation of university policies, procedures, guidelines, and employment standards, ensuring adherence and compliance within the office

• Serves as a liaison to Human Resources regarding all EDI&SE Office staffing and human resource support

• Oversees the development of staff position descriptions and reclassification requests, ensuring that the requests and changes align well within the office

• Delegate for the AD’s hiring and staff recordkeeping including staff training compliance

• Conducts annual staff performance reviews for reporting positions and works with the AD to assist with the yearly salary increase process

• Oversees the payroll process for ongoing and temporary employees, ensuring payroll activations and terminations and processed

• Maintains personnel files for staff in accordance with university policies

Financial Management

• Oversees, reviews, and provides strategic insight and advice for the annual operating budget submission for the EDI&SE Office

• Ensures the day-to-day financial activities of the office are carried out according to best practices and comply with university policy and procedure

• Supports the AD by managing internal controls, monitoring accounts, and investigating over expenditures or irregularities

• Reviews the EDI&SE Office financial position with the AD on a regular basis, providing advice and direction regarding in-year reallocations and adjustments

• Manages internal awards, grants, one-time payments, honorariums, sponsorship expenses, casual staff and work placement payments and special project funding

• Reconciles monthly accounts including P-card

• Processes travel and expense claims for visitors of the EDI&SE Office

• Completes and submits EDI&SE initiatives-related expenses claims and ensures compliances with financial procedures

Outreach & Engagement

• Under the direction of the AD, develops an EDI&SE outreach and engagement strategy to support the office’s goals and objectives

• Leads and/or supports the identification and creation of EDI&SE initiatives and programs that contribute to a culture of equity, diversity and inclusion in the Faculty of Mathematics and that reflect a unified vision and voice for all units within the portfolio.

• Collaborates and builds partnerships with relevant stakeholders, including staff, faculty, students, and community members

• Oversees the management of volunteers engaging in EDI&SE initiatives in the Faculty of Mathematics

• Makes presentations and employs other communication tools to raise awareness of the EDI&SE Office and its initiatives

Project Management

• Creates EDI&SE project plans, deliverables, and milestones for monitoring projects

• Advances and executes the strategic direction set by the AD, in collaboration with various stakeholders, based on an understanding of best practices in EDI&SE issues

• Employs project management approaches to ensure that equity strategies, events and initiatives are effectively and efficiently managed, including monitoring of information, logistics and progress, and reporting on project deliverables

• Develop key communications, reports, presentations, and other project documents as required

• Monitors assigned project schedules and timelines and account for timely completion of objectives and key results

• Identify and manage risks associated with projects that might jeopardize the success of the methods and/or outcomes

• Develop a strategy and methods for the collection and application of self-identification data.

• Collect and analyze equity related data to make evidence-based recommendations

• Determine key indicators of success; manage internal and external reporting requirements

Required Qualifications

Education

• Postsecondary education or suitable combination of education and experience including several years of increasing responsibilities and administrative experience and leadership

• Additional education or training in human resources administration is an asset

Experience

• Considerable administrative experience (5-7 years) implementing innovative administrative processes with the ability to provide strategic, administrative, and operational management at a senior level in a large institution or corporation

• Experience with process and project development with an eye to continuous improvement after implementation

• Strong organizational and analytical skills in the gathering and manipulation of data

• Experience developing, monitoring, and managing large and complex budgets; ability to synthesize and organize financial information; analytical skills

• Ability to quickly assimilate information, analyze data and be able to provide advice, guidance and make sound decisions

• Experience and demonstrated ability to build partnerships, collaboration, trust, and consult meaningfully with historically excluded, marginalized and racialized groups

• Sound judgement, confidentiality and diplomacy are essential

Knowledge/Skills/Abilities

• Must demonstrate outstanding leadership and management skills and be an accomplished problem solver, demonstrating the ability to make independent decisions

• Advanced knowledge and experience interpreting university policies, procedures, and guidelines

• Strong project management skills and demonstrated ability to manage many matters, conflicting priorities and competing deadlines

• Outstanding organizational, analytical, and problem-solving skills, exceptional time-management skills and meticulous attention to detail

• Excellent interpersonal skills are required, including outstanding verbal and written communication skills and a proven record of demonstrated tact, judgement, and diplomacy

• Demonstrated competency and ability to take initiative, work independently and follow through on work assignments within tight timeframes

• Strong financial reporting skills including budget development and allocation with demonstrated ability to successful operate in a multi-stakeholder and complex environment

• Proven ability to build strong relationships and influence individuals at all levels of an organization, as well as external constituents. Collaborative team player comfortable executing and taking constructive input from multiple sources

• High ethical standards with a strong commitment to maintain confidentiality and treat sensitive information with discretion

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is coordinated within the Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion.  As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

Positions are open to qualified candidates who are legally entitled to work in Canada.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at [email protected] or 519-888-4567, ext. 45935.