Administrative Coordinator - Waterloo, Canada - University of Waterloo

University of Waterloo

Verified Company

Waterloo, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Overview:
This position is responsible for providing administrative support for the department, the undergraduate, and research programs.

Responsibilities:

Provide support to course instructors, including, but not limited to, the following activities:

Develop and maintain course web pages as required
Troubleshoot timetabling issues including instructor requirements and classroom inadequacies
Book rooms for courserelated activities (e.g. midterms, review sessions) as required

Coordinate course and exam scheduling, including, but not limited to, the following activities:

Schedule undergraduate and graduate courses
Monitor course limits and student enrolment
Maintain a teaching database and internal teaching timetable
Coordinate exam preparation and submission
Coordinate course evaluation questionnaires

Provide support to researchers, including, but not limited to, the following activities:

Coordinate the scheduling, room booking and advertising of departmental seminars and colloquia
Organize department seminars, undergraduate awards tea and research colloquia, scheduling and booking rooms, prepare seminar notices using Mailman lists, book and set up of audiovisual equipment and order refreshments when required
Prepare letters and arrange accommodations/ground transportation for shortterm visitors and provide them with the code for the 6th floor visitor space
Maintain database of NSERC HQP permission forms
Prepare travel claims and expenditure reimbursement requests for faculty, postdoctoral fellows, graduate students and visitors in compliance with university policy and Tri-Agency granting requirements

Provide undergraduate program support, including, but not limited to, the following activities:

Provide administrative support to the Associate Chair for Undergraduate Studies and Undergraduate Committee
Interpret the academic policies related to the undergraduate program
Maintain uptodate teaching evaluation records
Ensure undergraduate program information is uptodate PM website and, in the university, calendar
Advise students on routine matters; redirect complex issues to Associate Chair

Provide administrative support, including, but not limited to, the following activities:

Perform general office duties: mail, printer and copier, and organize mailbox arrangements
Monitor and order supplies for department using department purchasing card (PCard) and reconcile monthly expenses
Room booking coordinator
Web Site Manager; coordinate maintenance of the department website and provide site manager

- specific tasks and functionality in Waterloo Content Management System (WCMS) including sitewide content (banners, footers, etc.), managing user access and site permissions, and managing workflow

Maintain departmental protoboards directories
Field general inquiries from faculty, staff and students; troubleshoot and problem solve as required
Assist in planning and delivery of department events and conferences
Other duties as assigned from time to time by the administrative manager

Qualifications:

Undergraduate degree or equivalent combination of education and experience will be considered.
Several years of administrative/customer service experience in an academic environment preferred.
Proven aptitude for attention to detail and the management of multiple demands.
Ability to exercise good judgment and discretion and work independently with mínimal supervision within a fastpaced, deadline driven multitasking environment.
Sound Knowledge of university policies and procedures, particularly in the realm of undergraduate and triagency requirements.
Knowledge of financial and payroll policies and procedures
Client Service; ability to respond to customer need 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 avoids 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 businessappropriate oral and written communications skills with the ability to use a wide range of medium 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 decisionmaking skill