Administrative Coordinator, Undergraduate Studies - Waterloo, Canada - University of Waterloo

University of Waterloo

Verified Company

Waterloo, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Overview:

Term: 15 months
This position is responsible for providing administrative and secretarial support for the department undergraduate and research programs.

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 online undergraduate course override forms
Interprets the academic policies related to the undergraduate program
Maintain uptodate 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, Coop, URA and USRA)
Organize Annual USRA Conference
Order textbooks and desk copies
Book classrooms for courserelated 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 audiovisual equipment and ordering refreshments when required
Manage Audio-Visual equipment signout
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 courserelated 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, postdoctoral 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

Qualifications:

High School Diploma with some postsecondary education and/or training in business communication
Several years of secretarial/administrative/customer servic