Undergraduate Studies Administrative Coordinator

Location

Waterloo, ON | Canada

Job description

The Undergraduate Studies Administrative Coordinator (USAC) coordinates HR activities for hiring students, administers research assistant and award programs, manages undergraduate events, assists with undergraduate operations, and provides administrative support to the Undergraduate Studies Directors, Undergraduate Studies Manager, and the Instructional Support Group according to the on-going term-by-term schedule of activities.

Human Resources Administration

• Provide administrative support to hiring and management of students for temporary positions with Undergraduate Studies in the School:
• Liaise with WaterlooWorks for co-op hiring such as policies, procedures, and CECA site visits
• Work with co-op students’ supervisors and ensure activities done in time for CECA deadlines such as job descriptions update and post, interviews and result submissions
• Complete and maintain hiring documents in a database system, and process paperwork for hiring
• Organize training programs such as preparing orientation packages, scheduling training sessions, inviting guest speakers, and participating in training student employees
• Arrange computer equipment, email accounts, and course account access for student employees, and monitoring office space used by them
• Handle students’ payroll inquiries and issues
• Liaise with the Administrative Officer to ensure employment documents adhere to human resources policies and procedures, refer atypical issues 

Undergraduate Research and Award Programs

• Manage communications, payments and processes of the undergraduate research programs and awards for the School:
• Maintain a repository of undergraduate research programs and awards (such as URA, PRA, NSERC) within the School
• Communicate availability and procedures of research programs and awards through emails, websites
• Manage applications for the research programs and awards
• Respond to inquiries and provide advice to applicants
• Ensure student payments are processed such as via Workday processes

Undergraduate Operations

• Assign Teaching Assistants (TA) for CS undergraduate courses termly, which includes collaborating with the CS Grad Office for allocating TA resources, dealing with instructors’ requests and students’ preferences, and mediating conflicting demands
• Coordinate exam organization, which includes midterm exam timetable and room bookings for the School, and assistance for the AccessAbility Service (AAS) exam arrangements and processing
• Maintain CS course content related archives and information repositories such as course notes from non-ISG-supported courses and YouTube videos for advertising upper-year courses; communicate with instructors for updates
• Performs all course-related room booking requests for the school
• Maintain a task manual and information pertaining to the incumbent’s job

Event Management

• Organize events related to Undergraduate Students such as the orientation of first year students, upper year information night, and co-op orientations and on-going training sessions term by term
• Take the lead role in the organization of these events: budgeting, organizing volunteers, guest speakers, technology, venue requirements, and dissemination of information to the participants, day of event logistics and troubleshooting
• Coordinate the School’s participation in Faculty and university-wide events such as communicating with Math Faculty event organizer for the new students orientation event
• Communicate information with the CS communication coordinator for promoting the events
• Training and supervising event volunteers
• May assist with recruitment activities when time permits

General Administrative Support for:

• Director and Associate Director of Undergraduate Studies
• Undergraduate Studies Manager
• Instructional Support Coordinators and Assistants
• Sessional instructors 

This may include booking rooms, maintaining expenditure records, preparing course handouts and records management of documents pertaining to undergraduate courses including secure document disposal according to University policies

• University degree or equivalent combination of education and experience
• 1-3 years of administrative support experience in an academic environment
• Experience applying University policies and procedures, especially those related to undergraduate studies and cooperative education
• Experience onboarding new employees
• Experience managing events
• Demonstrated use of sound judgement and problem solving skills to build positive relationships with individuals of varying levels of education and skill
• Experience with software applications required for the job such as web content management, database, financial and HR systems
• Well-developed organizational, interpersonal and analytical skills and communication skills (written and oral) are required
• Proven ability to deal with confidential issues and interact tactfully with others
• Proven ability to maintain a high level of accuracy and attention to detail, and to handle confidential information with discretion
• Demonstrated ability to work independently and in a team atmosphere in a busy and varied environment with deadlines and changing priorities
• Technical skills for learning and adapting new software applications when technology evolves

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 co-ordinated 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+.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

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.

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