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Job Requisition ID:
2026-02397
Time Type:
Full time
Employee Group:
Staff
Job Category:
Administrative Support
Employment Type:
Permanent
Department:
Faculty of Mathematics - Centre for Education in Math and Computing
Hiring Range:
$95,538.29 - $119,422.87
Posting Information:
This posting is for an existing vacancy.
The internal posting deadline for this position is August 27, 202 6 at 11:59PM.
A Vulnerable Sector Check is required.
Job Description:
Primary Purpose
The Centre for Education in Mathematics & Computing (CEMC) is Canada’s largest and most recognized outreach organization for promoting and creating activities and materials in mathematics and computer science and is housed within the Faculty of Mathematics at the University of Waterloo. Our mission is to increase interest, enjoyment, confidence, and ability in mathematics and computer science among learners and educators in Canada and internationally. We do that through a commitment to our core values: future readiness, access, community, and impact. As such, the CEMC is the first point of contact at Waterloo for a significant percentage of our future undergraduate and graduate students and their parents. Through Outreach activities the CEMC has perhaps the largest set of external points of contact amongst any unit on campus. Because of this vital role in the University’s function, it is essential that the CEMC’s Administrative Officer be able to represent, manage and strategically guide the administrative operations of CEMC with exceptional judgment and ability.
Reporting to the Director, CEMC, this role is the senior administrator of the Centre and accountable for strategic development and management of the administrative operations, including but not limited to: 12 Mathematics and three Computer Science contests, local, domestic and international school visits for outreach, student and teacher workshop and conference delivery, online resource offerings and the Master in Mathematics for Teachers (MMT) and Mathematics/Teaching Undergraduate program, as well as IT infrastructure, communications, marketing and brand. In addition, the Administrative Officer is responsible for financial oversight of the unit’s Operating, Trust, and Endowment funds (and Research accounts when applicable) and annual budget of +$6 million dollars.
Key Accountabilities
Strategic Planning of the CEMC
Establishes the direction and emerging priorities of the CEMC administration with the Director and Associate Director, and as a member of the Director’s Advisory Group
Plans for growth of the CEMC initiatives and oversees the implementation of new and emerging programs as well as the increase and/or diversification of current programs and initiatives
Manages creation of, ongoing maintenance of, and adherence to a strategic plan for the CEMC, including long-range strategies and operational plans including human and equipment resourcing and funding viability and financial stability
Builds framework that enables employees to create new processes where no standard operating procedures exist and to enhance current processes to ensure compliance with best practice and legislative requirements
With work the Dean of Mathematics Office to align mission and activities of CEMC to those of the Faculty of Mathematics and the University of Waterloo
Risk management
Identifies and evaluates risks to program participants, stakeholders, staff, infrastructure, finances, and reputation and with the Director and Associate Director, recommends and implements measures to mitigate risk
Conducts reviews and audits of the CEMC financial procedures and transactions to ensure strong internal controls and efficient and effective financial accountability
Monitors and prepares reports for CEMC operating, endowment and trust funds, identifying issues and risks
Identifies training and performance needs across the unit and, along with the Operations Manager, develops and implements training initiatives for administrative staff to ensure proper controls of human resource allocations and skill set alignment
Reviews non-routine contracts and agreements, and consults central units (e.g. Legal Services, Secretariat, Finance, Human Resources) where appropriate
Develops, with the Director and Associate Director, business plans for new outreach programs/initiatives
Provides strategic advice and recommends courses of action to Director and Associate Director, as well as the Director’s Advisory Group regarding risk management
Leads and provides guidance to program audit processes; provides management responses, and tracks actions
Management of staff
Oversees the recruitment, evaluation, job descriptions, reclassification, promotion, professional development, and retention processes of all direct report staff as well as advises the Operations Manager, Director and Associate Director on like HR processes in the management their direct reporting staff
Oversees crisis management and unit compliance with regard to health & safety policies, procedures and legislative requirements.
Supports the Operations Manager in the development of new guidelines, processes and training requirements for faculty, staff and volunteers as needed
Manages human resources related projects such as reviewing administrative structure, ensuring that job descriptions and levels are managed appropriately; utilizing change management expertise when redistribution of duties is required
Oversees the scheduling of work responsibilities for CEMC staff, including re-deployment of people at peak times
Coaches and mentors staff managers, including conflict management, mediation and performance improvement plans and administers the salary increase pool process for faculty and staff in the CEMC
Provides the Director and Associate Director with necessary staffing and systems support for the recruitment, evaluation, promotion, and retention of faculty
Promotes team spirit, cohesiveness, motivation and commitment to customer-focused service and a culture of continuous quality improvement and life-long learning
Oversees technical and computing management of the CEMC
Oversees the events and marketing plan and execution for the CEMC initiatives
Supports the Operations Manager with the strategic management of the complex contest process to provide contests to over 250,000 registrations globally
Provides guidance in the management and execution of the outreach events operations which includes numerous workshops and conferences annually while identifying new initiatives and building on successes
Manage funding stability of the CEMC
Prepares multi-year projections of the CEMC financial position of all funds, identifying concerns and proposing solutions
Sources development opportunities and funding potential for the continuous sustainability of the CEMC strategic plan and long-term vision
Investigates possible non-corporate sources of funding for CEMC
Creates proposals and co-author reports to external funding agencies and individuals
CEMC Financial Oversight
Provides support, oversight and one-over level of approvals in the development and preparation budgets for all CEMC activities: operating, trust, endowment and research accounts
Accountable for budget planning and for developing strategies to allocate resources funded by endowment and trust to operating budget during times of financial constraint
Oversees preparation of financial reports: monthly, quarterly, and annual reports for the CEMC Director’s Advisory Group, trust, endowment annual reports (including to organizations such as the Bill and Melinda Gates Foundation) and research grant reporting
Ensures financial policies and funding terms of reference are understood by faculty and staff and followed correctly
Oversees the travel expense budget related to domestic and international school visits
Ensures funding stability by expertly managing revenue, providing monthly reconciliation reports to Associate Director and Director, identifying risks to operational revenue stability and predicts cash flow to support new and ongoing initiatives, with corresponding resourcing needs
Marketing and Brand Identity
Manages the development and oversees multi-year marketing and brand campaigns including audience and market definition based on identified target audiences in planned target markets, environmental scans, content marketing strategy, paid media strategy, and cross-channel tactical plans to increase CEMC profile, reputation and brand recognition
Provides strategic direction for brand cohesion by overseeing web content, events branded tools and supplies, digital media, print and direct touch points
Manage infrastructure of the CEMC
Oversees the efficient and equitable use of facilities and equipment, including space requirements for the CEMC (in conjunction with the Office of the Dean of Math)
Authorizes computing hardware purchases and other equipment needs, repair, etc. ensuring inter-departmental funding transfers relating to Roll-Over agreements
Provides direction to Information Systems group regarding the strategic needs and direction of the CEMC related to existing and new custom-built large software systems
Serves as a resource for the faculty and staff within the CEMC for the interpretation and application of UW policies, guidelines and practices
Required Qualifications
Education
Experience
8-10 years of progressive and related business experience
Strategic and long-term planning
Senior financial management, budgeting, and planning
Senior human resource management with significant experience in human resource best practice, conflict management, negotiation and issue resolution and team development
Managing technical and infrastructure resources
Project management experience
Exceptional oral and written communication skills
Knowledge/Skills/Abilities
Strong leadership and management skills with record of demonstrating competence in making and executing decisions, potentially in crisis situations, and where precedent does not exist
Proven ability to manage and engage people, direct and guide staff on large volumes of work, conflicting priorities, and competing deadlines
Collaborative team player comfortable leading as well as executing and receiving constructive input from multiple sources
Excellent problem solving, organization, creative thinking, interpersonal, technical and writing skills
Ability to communicate effectively, precisely, and professionally with internal and external sources
Proactive in anticipating needs and the ability to manage tight deadlines
Exceptional client service skills to support an academic setting and multi-stakeholder environment
Possesses strong critical thinking skills and a motivated problem-solver with high degree of professionalism in both demeanor and communications
Ability to think strategically and with a high capacity for success
Proven ability to lead, guide and mentor a team by establishing trust and confidence
High standard of commitment, ethics, respect, care in program delivery to stakeholders
The ability to handle sensitive and confidential information, to work independently and as part of a team, and the capacity to work effectively and efficiently in a complex, fast-paced and changing environment with numerous deadlines and priorities
Thorough knowledge of the university and its policies and procedures
Intermediate experience with database systems and computing technology
Advanced experience with Microsoft Office
Advanced personnel and department resource management
Advanced financial management, planning, budgeting, reporting
Advanced spoken and written communication skills
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.
