Administrative Coordinator

6 months ago

Waterloo, Canada University of Waterloo Full time

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
- Trouble-shoot timetabling issues including instructor requirements and classroom inadequacies
- Book rooms for course-related 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 audio-visual equipment and order refreshments when required
- Prepare letters and arrange accommodations/ground transportation for short-term 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 up-to-date teaching evaluation records
- Ensure undergraduate program information is up-to-date 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; co-ordinate 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 fast-paced, deadline driven multi-tasking environment.
- Sound Knowledge of university policies and procedures, particularly in the realm of undergraduate and tri-agency 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 business-appropriate 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 decision-making skill

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