Administrative Coordinator, Undergraduate Studies

University of Waterloo • Waterloo, ON

2d • CA$51,306 - CA$64,133 • Onsite

About The Position

At the University of Waterloo, we create and promote a culture where everyone can reach their full potential. As an employee, you get support & opportunities that empower you to advance your career. Explore how we can bring big ideas to life, together. The University is a welcoming workplace for those of all abilities, interests, and expertise. As part of our workforce, you can do what you do best, every day.

This position is responsible for providing administrative and secretarial support for the department undergraduate and research programs.

Requirements

• College Diploma in business communication or equivalent combination of experience and education
• 3-5 years of administrative experience in an academic environment
• Proven high-quality customer service interactions with faculty, staff and students.
• Proficiency with word processing and spreadsheet software, web development tools, Quest, Infosilem DCU scheduling system and LEARN.
• Sound Knowledge of university policies and procedures, particularly in the realm of undergraduate and tri-agency requirements.
• Knowledge of financial and payroll policies and procedures
• Client Service; ability to respond to customer needs in a timely, professional, and courteous manner to resolve issues; ability to effectively communicate service standards to client satisfaction; demonstrates a high level of empathy, resourcefulness, and willingness to help others.
• Teamwork and Relationship Building; ability to proactively find collaborative solutions to problems that avoid conflict; excellent human relation skills including the ability to develop and maintain constructive relationships with individuals in academic posts.
• Communication; demonstrated ability to handle confidential and sensitive information with discretion; proven business-appropriate oral and written communications skills with the ability to use a wide range of mediums to communicate information (e.g., notice, memo, meetings, electronic mail).
• Managing Change; ability to be flexible and adapt to change; ability to champion change efforts and use technological solutions to improve processes and communication.
• Problem Solving; excellent organizational skills, analytical, and problem-solving abilities; proven ability to manage multiple priorities with a high level of initiative, flexibility, accuracy and detail; demonstrative decision-making skills, including the ability to ask probing questions to determine
• Planning and Organization; proven aptitude for attention to detail and the management of multiple demands; ability to exercise good judgment when priorities are challenged; uses sound methods to plan, track, and report work

Responsibilities

• Provide undergraduate program support, including, but not limited to, the following activities: Provide administrative support to the Associate Chair for Undergraduate Studies, Interpret the academic policies related to the undergraduate program, Maintain up-to-date teaching evaluation records, Ensure undergraduate program information is up-to-date on the CO website and in the university calendar, Schedule undergraduate and graduate courses, Coordinate and implement the Undergraduate Research Assistantship and Undergraduate Research Internship Summer programs, Organize Annual Undergraduate Book Prize Award
• Course and exam scheduling, including, but not limited to, the following activities: Acts as Scheduling Officer, scheduling undergraduate and graduate courses, Monitor course limits and student enrolment, Maintain internal teaching database and teaching timetable, Coordinate exam preparation and submission, Coordinate course evaluation questionnaires
• Provide support for faculty research programs, including, but not limited to, the following activities: Prepare travel claims and expenditure reimbursement requests for faculty, post doc fellows and graduate students in compliance with University Policy and Tri-Agency Granting requirements. Organize department seminars and research colloquia, scheduling and booking rooms, prepare seminar notices using Mailman lists, book and set up of audio-visual equipment and order refreshments when required
• Provide support to course instructors, including, but not limited to, the following activities: Prepare course documents, including exams, and coordinate printing and distribution of course material, Coordinate exam preparation and submission, Download class rosters and submit final grades as required, Assist instructors with electronic grade submission process, Book classrooms for course-related activities (e.g. midterms, review sessions) as required, Order textbooks and desk copies, Maintain course syllabus collection by term
• Provide administrative support for department activities, including, but not limited to, the following: Field inquiries from faculty, staff and students, resolve issues and provide information in accordance with University Policy and Procedure, Monitor and order supplies for department, using department purchasing card (PCard) and reconcile monthly PCard Expenses, Room Booking Coordinator, Web Site Manager; co-ordinate maintenance of the department website and provide site manager specific tasks and functionality in Waterloo Content Management System (WCMS) including site-wide content (banners, footers, etc.), managing user access and site permissions, and managing workflow. Coordinate payroll information and process concur claims, Perform general office duties: mail, fax and copier, organize mailbox arrangements, Maintain Department Library

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree