Undergraduate Coordinator and Advisor
4 weeks ago
The Undergraduate Coordinator and Advisor, advises undergraduate students in the department. In partnership with other members of the department, they are responsible for the effective administration of the department’s undergraduate programs and for enhancing student success through appropriate advisement and support. The Administrative Coordinator and Advisor, Undergraduate Studies is the first point of contact for the department.
Advises undergraduate students in all applicable majors /minors and enrollees from other Faculties, in consultation with the Associate Chair, UG Studies as appropriate:
Advises students with unusual or complex questions, or with questions about academic content;
Assists with Academic Progression reports and Recommendations to Graduate;
Assists with petitions, student grades and submissions as well as academic appeals;
approves student permissions, including course overrides, plan modifications and co-op sequence changes;
Consults with advisor in other academic units regarding students of mutual interest;
Monitors enrolment reserves, capacities and student course override requests for undergraduate programming in the unit; Coordinates service and cross-listed teaching with other Arts units or UW Faculties; Collaborates with academic units to facilitate course scheduling, including course sections and time slots;
Sets and monitors course reserves for undergraduate programming in consultation with other academic units;
Liaises with Administrative Coordinators and Advisors in other academic unites to ensure awareness of course curriculum changes that may impact plans in and beyond the department.
Serves as departmental timetable representative for the undergraduate programs:
~ submits the departmental timetable for undergraduate courses each term in consultation with the Chair;
~ Identifies potential course conflicts with the department and with other departments, faculties and co-op terms as required;
~ Reviews final undergraduate course schedule for accuracy and meeting department needs;
~ If applicable, coordinates final exam scheduling and proctors with the Registrar’s Office.
~*In departments without a Graduate Program Coordinator and Advisor the Administrative Coordinator and Advisor, Undergraduate Studies will also complete these accountabilities for graduate programming.
Communicates and consults with other academic units to solicit feedback about proposed changes;
Serves as the department’s template representative (Academic Advising, UG);
Compiles course and program changes for submission to the Undergraduate Calendar;
Reviews all program content in the UG Calendar prior to publication.
Assists with the department’s undergraduate student engagement:
Assists with planning and participates in various student-focused department events and information sessions;
Department liaison and provides advice and support to the members of relevant student groups, associations, and executive as needed;
organizes events in co-operation with Arts Advancement and Arts Undergraduate Office;
Oversees the planning and execution of various department events which may include convocation receptions; Provides support to the Associate Chair, Undergraduate Studies including the following:
Supports the smooth functioning of the undergraduate program; Prepares data and statistical reports as required for the Chair and the UG Associate Chair, drawing on departmental, Faculty, and institutional data.
Maintains department records of current students and graduates; Serves as a member of the Undergrad/Curriculum Committee;
Answers faculty inquiries regarding UG and department policies and procedures;
Assists with general administrative department tasks:
Directs tours of the unit, mainly to potential applicants; answers questions pertaining to undergraduate programs;
Monitoring and ordering department administrative and teaching supplies;
Prepares text for and maintains the department’s undergraduate website.
Undergraduate degree or equivalent combination of education and experience
dministrative experience in an academic environment including knowledge of undergraduate policies and procedures
Experience with SharePoint, LEARN, Quest, ASIS and Infosilem would be an asset
Leadership experience in event coordination and volunteer management is an asset
Computer skills including intermediate MS Word, Excel, PowerPoint, PowerBI, and Outlook
Ability and willingness to learn new software systems
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 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+.
however, Canadians and permanent residents will be given priority.
The University of Waterloo is committed to accessibility for persons with disabilities.
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