Administrative Coordinator

2 weeks 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

  • Administrative Coordinator

    4 weeks ago

    Waterloo, Canada Conestoga College Full time

    **Requisition Details**: - **Job Title**:Administrative Coordinator**: - **Requisition #**:24-0516**: - **Location**: Waterloo - **Department**: School of Applied Computer Science & Information Technology - **Payband**: 09 - **Payband Range**: $76,029.00 - $95,038.00 - **Hours/Week**: 37.5 - **Posting Date**: Friday, May 31, 2024 - **Closing Date**:...

  • Administrative Coordinator

    4 days ago

    Waterloo, Canada Robert Half Full time

    Robert Half is seeking a highly organized and detail-oriented Administrative Coordinator to join our client for a CONTRACT position based in Kitchener, ON. The successful candidate will play a crucial role in supporting the efficient operation of our organization by managing administrative tasks, coordinating projects, and ensuring smooth communication...

  • Administrative Coordinator

    2 months ago

    Waterloo, Canada University of Waterloo Full time

    Overview: The Administrative Coordinator is responsible for providing general administrative support to the School and its faculty members. **Responsibilities**: Expense Claim Preparation - Prepare travel claims and expenditure reimbursement requests for faculty, postdocs, graduate students, and visitors of assigned faculty in compliance with University...

  • Financial and Administrative Coordinator

    2 weeks ago

    Waterloo, Canada University of Waterloo Full time

    Overview: The Financial and Administrative Coordinator is responsible for research and administrative activities in the Department of Geography and Environmental Management. They are the key point of contact for financial and procurement support. The coordinator manages the operating and research accounting and ensures compliance with university and...

  • Administrative Coordinator

    2 weeks ago

    Waterloo, Canada University of Waterloo Full time

    Overview: **Term: 13 months** Under the guidance of the Assistant to the Chair, the Administrative Coordinator ensures the processes of recruiting new faculty are performed according to established University policies and procedures and provides administrative support to all Department Advisory Committees on Appointments (DACAs). **Responsibilities**: Data...

  • Coordinator, Administrative Operations

    4 weeks ago

    Waterloo, Canada University of Waterloo Full time

    Overview: The Coordinator, Administrative Operations will be responsible for processing operational data to support the administrative functions of Campus Housing and improve the day-to-day effectiveness and efficiency of Campus Housing operations and connectivity to other campus operating units. The scope of support offered is highly variable, demanding an...

  • Leasing and Administration Coordinator

    3 weeks ago

    Waterloo, Canada Activa Holdings Inc. Full time

    Role Summary **Company**:Activa **Job Title**:Leasing and Administration Coordinator **Job Type**:Full-Time, Permanent **Reports To**:Property Management Manager **Location**:Waterloo, Ontario Reporting to the Property Management Manager, the Leasing & Administration Coordinator is responsible for supporting the Property Management Manager and...

  • Auditions Coordinator and Administrative Assistant

    2 weeks ago

    Waterloo, Canada Wilfrid Laurier University Full time

    **Date**:Jun 12, 2023 **Location**: Waterloo, CA **Company**:Wilfrid Laurier University **Department**: Faculty of Music **Job Type**: Continuing **Full-time/Part-time**: Full Time (>=1249 hrs/year) **Campus**: Waterloo **Reports to**:Administrative Manager **Employee Group**: WLUSA **Application Deadline**: June 25, 2023 **Requisition...

  • Administrative Coordinator, Phd

    4 weeks ago

    Waterloo, Canada University of Waterloo Full time

    Overview: **Term: 13 months** The Administrative Coordinator, PhD is an administrative position in the Engineering Graduate Studies Office (EGSO), reporting to the Manager, Graduate Operations (MGO), and is responsible for overseeing day-to-day operations of the faculty’s PhD graduate degree programs from admission to degree completion. Additionally, this...

  • Administrative Coordinator, Phd

    7 hours ago

    Waterloo, Canada University of Waterloo Full time

    Overview: **Term: 13 months** The Administrative Coordinator, PhD is an administrative position in the Engineering Graduate Studies Office (EGSO), reporting to the Manager, Graduate Operations (MGO), and is responsible for overseeing day-to-day operations of the faculty’s PhD graduate degree programs from admission to degree completion. Additionally, this...

  • Administrative & Financial Coordinator

    2 months ago

    Waterloo, Canada University of Waterloo Full time

    Overview: The Administrative & Financial Coordinator is responsible for administrative, facility, financial, and technical support activities within the Math Faculty Computing Facility (MFCF). Administrative & Financial Coordinator reports to the director and provides advice and continuity for all staff on an ongoing basis. The individual is responsible for...

  • Administrative Coordinator

    7 days ago

    Waterloo, Canada University of Waterloo Full time

    Overview: The Administrative Coordinator, Graduate Studies is responsible for the administration of the departmental graduate studies office. The incumbent receives functional direction from the Associate Chair, Graduate Studies and performs a wide range of activities supporting all aspects of the graduate program, including, but not limited to, information...

  • Administrative Coordinator, Undergraduate Studies

    3 weeks ago

    Waterloo, Canada University of Waterloo Full time

    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...

  • Administrative Coordinator and Advisor

    2 weeks ago

    Waterloo, Canada University of Waterloo Full time

    Overview: The Administrative Coordinator and Advisor, Undergraduate Studies, organizes and administers academic services for the French Studies undergraduate program and provides advice and support to undergraduate students, including enhancing student success. The position provides bilingual (French and English) administrative support to the Associate...

  • Undergraduate Studies Administrative Coordinator

    2 months ago

    Waterloo, Canada University of Waterloo Full time

    Overview: 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...

  • Undergraduate Studies Administrative Coordinator

    2 months ago

    Waterloo, Canada University of Waterloo Full time

    Overview: **Term: 1 Year** 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...

  • Undergraduate Studies Administrative Coordinator

    7 hours ago

    Waterloo, Canada University of Waterloo Full time

    Overview: **Term: 1 Year** 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...

  • Undergraduate Studies Administrative Coordinator

    7 hours ago

    Waterloo, Canada University of Waterloo Full time

    Overview: 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...

  • Experiential Placement Administrative Coordinator

    2 months ago

    Waterloo, Canada Wilfrid Laurier University Full time

    **Date**:Feb 12, 2024 **Location**: Waterloo, CA **Company**:Wilfrid Laurier University **Department**: Faculty of Music **Job Type**: Limited Term **Full-time/Part-time**: Part Time (>910 hrs/year) **Campus**: Waterloo **Reports to**:Senior Administrative Officer, Faculty of Music **Employee Group**: WLUSA **Application...

  • Administrative Support Coordinator

    2 weeks ago

    Waterloo, Canada University of Waterloo Full time

    Overview: The responsibilities of this position encompass a wide variety of tasks to support the main office administrative team. The primary responsibilities include admissions support, office administration, and financial reconciliation. The incumbent must be knowledgeable, congenial, and professional and provide administrative services to faculty members,...