Administrative Coordinator, Undergraduate Studies

University of Waterloo • Waterloo, ON

5d • CA$51,306 - CA$64,133 • Onsite

About The Position

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

Requirements

• High School Diploma with some post-secondary education and/or training in business communication
• Several years of secretarial/administrative/customer service experience in an academic environment.
• Proven aptitude for attention to detail and the management of multiple demands.
• Demonstrated decision-making skills, including the ability to ask probing questions and anticipate customer needs.
• Ability to exercise good judgment and discretion and work independently with minimal supervision within a fast-paced, deadline driven multi-tasking environment.
• Proven high-quality customer service interactions with faculty, staff and students.
• Demonstrated ability to maintain strict confidentiality.
• Sound Knowledge of university policies and procedures, particularly in the realm of undergraduate and tri-agency requirements.
• Intermediate computer skills and knowledge of software applications used in an office setting, including word processing, spreadsheets, web content management software, and Document Management Systems (EES).
• Knowledge of Infosilem, Centre-Suite, Concur, Workday, LaTeX or willingness to learn.

Responsibilities

• Provide undergraduate program support, including, but not limited to, the following activities: Provide administrative and secretarial support to the Associate Chair for Undergraduate Studies; Serves as secretary to the Undergraduate Committee, scheduling meetings, circulating agendas, taking minutes, and following through on any required actions; Coordinator of all on-line undergraduate course override forms; Interprets 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 AM website and in the university calendar; Coordinate and implement the Undergraduate Student Research Assistantship (USRA) and Undergraduate Research Assistantship (URA)programs; Processes all undergraduate hires using Workday (Work Placement, Co-op, URA and USRA); Organize Annual USRA Conference; Order textbooks and desk copies; Book classrooms for course-related activities (e.g. midterms, review sessions) as required.
• Course and exam scheduling, including, but not limited to, the following activities: Acts as Scheduling Officer scheduling undergraduate and graduate courses; Reviews program requirements and proposed course scheduling to proactively identify conflicts and resolve problems; 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-doctoral fellows, visitors in compliance with University Policy and Tri-Agency Granting requirements; Process all casual hires using Workday; Organize Applied Mathematics department seminars and research colloquia, scheduling and booking rooms, prepare advertisements using Mailman lists, booking and setting up of audio-visual equipment and ordering refreshments when required; Manage Audio-Visual equipment sign-out; Monitor all Technical Labs ensuring Safety Procedures are posted and implemented.
• 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; Develop and maintain course web pages as required; 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 for both undergraduate and graduate courses.
• Provide administrative support for department activities, including, but not limited to, the following: 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; Prepares immigration documents for all visitors in consultation with the University Immigration Specialist for all foreign academic visitors; Arrange accommodations, travel arrangements for all long- and short-term visitors; Issues key permits to all Faculty, Staff, PDFs, Graduate Students, URA, USRA and visitors; Event coordinator (Convocation, Grad, USRA and Department socials); Arrange computer accounts, maintain key inventory for all faculty, staff, visitors, graduate students, post-doctoral fellows and USRAs; Purchase online software licenses for graduate students and USRAs; Create and maintain department photo directory board; Department PCard holder. Reconcile monthly PCard expenses; Assist the Department Administrator in the management of space, including office space for faculty, staff, students and visitors, seminar and meeting rooms, ensures equitable and timely space assignments; assists in maintaining usage reports; Assist in with special projects as assigned by the Department Administrator; Field general inquiries from faculty, staff and students; problem solve as required; Room Booking Coordinator; Maintain AM Department Library; Orders and monitors the administrative and teaching supplies within available budget and order supplies for department; Perform general office duties: mail, fax and copier, organize mailbox arrangements.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED