Undergraduate Studies Administrative Coordinator

5 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 Instructional Support Group according to the on-going term-by-term schedule of activities.

**Responsibilities**:
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
- 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
- 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

Qualifications:

- University degree or equivalent combination of education and experience
- 1-3 years of administrative support experience in an academic environment
- 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
- 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

Equity Statement:
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

  • Undergraduate Coordinator and Advisor

    6 months ago

    Waterloo, Canada University of Waterloo Full time

    Overview: 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...

  • Undergraduate Coordinator/advisor

    3 weeks ago

    Waterloo, Canada University of Waterloo Full time

    Overview: 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...

  • Undergraduate Coordinator/advisor

    5 months ago

    Waterloo, Canada University of Waterloo Full time

    Overview: **Term: 6 months** 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...

  • Undergraduate Coordinator and Advisor

    7 months ago

    Waterloo, Canada University of Waterloo Full time

    Overview: 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...

  • Undergraduate Coordinator and Advisor

    5 months ago

    Waterloo, Canada University of Waterloo Full time

    Overview: **Term: 18 months.** 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...

  • Undergraduate Coordinator and Advisor

    1 month ago

    Waterloo, Canada University of Waterloo Full time

    Overview Term: 18 months  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....

  • Undergraduate Coordinator and Advisor

    6 months ago

    Waterloo, Canada University of Waterloo Full time

    Overview 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...

  • Undergraduate Coordinator and Advisor

    3 weeks ago

    Waterloo, ON, Canada University of Waterloo Full time

    Overview Term: 18 months 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...

  • Undergraduate Program Coordinator

    3 weeks ago

    Waterloo, Ontario, Canada University of Waterloo Full time

    Job Summary:The Academic Advisor for Undergraduate Students provides academic guidance to students in their department. In collaboration with other members of the department, they are responsible for the effective administration of the undergraduate program and for enhancing student success through appropriate advisement and support.Responsibilities:Advises...

  • Data and Information Analyst Undergraduate Studies

    7 months ago

    Waterloo, Canada University of Waterloo Full time

    Overview: The Data and Information Analyst - Undergraduate Studies provides data analysis and develops insights to support operational and strategic decision-making pertinent to student success in the Faculty of Science. This role is responsible for sourcing, understanding, consolidating, and analyzing data. The primary pools include enrolment and student...

  • Undergraduate Program Coordinator and Advisor

    1 month ago

    Waterloo, Ontario, Canada University of Waterloo Full time

    Job SummaryThe Undergraduate Coordinator and Advisor plays a critical role in the department's undergraduate programs, providing advisement and support to students. This position is responsible for the effective administration of the department's undergraduate programs, enhancing student success through appropriate advisement and support.Key...

  • Undergraduate Advisor and Program Coordinator

    6 months ago

    Waterloo, Canada University of Waterloo Full time

    Overview: **Term - 15 Months** The Undergraduate Advisor and Programs Coordinator’s primary role is to provide a positive experience for - School of Public Health Sciences undergraduate students via advisement and guidance through front line service contact and communication and day-to-day operations to support administration of the programs. As overseen...

  • Undergraduate Program Coordinator and Advisor

    5 months ago

    Waterloo, Canada University of Waterloo Full time

    Overview: The Undergraduate (UG) Program Coordinator and Advisor enhances the quality of the undergrad student experience, and is a key contributor to student success, ensuring the delivery of academic and administrative services to undergraduate students. This includes responsibility for the smooth and efficient operation of the undergraduate programs in a...

  • Undergraduate Program Coordinator and Advisor

    4 weeks ago

    Waterloo, Ontario, Canada University of Waterloo Full time

    Job SummaryThe Undergraduate Coordinator and Advisor plays a vital role in supporting the academic success of undergraduate students in the department. This position is responsible for advising students, coordinating departmental operations, and enhancing student engagement.Key ResponsibilitiesAdvise undergraduate students on academic matters, including...

  • Undergraduate Advisor

    5 months ago

    Waterloo, Canada University of Waterloo Full time

    Overview: **Term: 22 months** The Undergraduate Advisor provides academic advice to undergraduate students enrolled in Computer Science courses from all Faculties and from other universities. This position serves as a resource for and supports officers and members of the School of Computer Science in areas of policy and...

  • University Undergraduate Program Coordinator and Advisor

    6 days ago

    Waterloo, Ontario, Canada University of Waterloo Full time

    OverviewThe University of Waterloo seeks an experienced Undergraduate Program Coordinator and Advisor to join our team. As a key member of the department, you will play a crucial role in ensuring the success of our undergraduate students.Job DescriptionThis is a full-time, permanent position that reports directly to the Associate Chair, Undergraduate...

  • Undergraduate Advisor/coordinator

    5 months ago

    Waterloo, Canada University of Waterloo Full time

    Overview: **Term: 1 Year** The Undergraduate Advisor/Coordinator (Advisor) enhances the quality of the undergraduate student experience in Electrical and Computer Engineering (ECE), and is a key contributor to student success. To this end, the Advisor directly participates in ECE’s initiatives to improve retention rates and fourth year graduation rates....

  • Undergraduate Coordinator and Advisor, Arts and

    5 months ago

    Waterloo, Canada University of Waterloo Full time

    Overview: **Term: 9 months** The Undergraduate Coordinator and Advisor, advises undergraduate students in the program. In partnership with other members of the department, they are responsible for the effective administration of undergraduate programs managed by the Arts Undergraduate Office and for enhancing student success through appropriate advisement...

  • Administrative Coordinator

    3 weeks ago

    Waterloo, Ontario, Canada University of Waterloo Full time

    Key ResponsibilitiesProvide administrative support to undergraduate programs, including undergraduate program support, academic policy interpretation, teaching evaluation record maintenance, and undergraduate program information maintenance.Program SupportOffer administrative support to the Associate Chair for Undergraduate Studies, including program...

  • Undergraduate Advisor

    5 months ago

    Waterloo, Canada University of Waterloo Full time

    Overview: The Undergraduate Program Advisor is responsible for management and delivery of services designed to enhance, promote, and advance Physics and Astronomy’s undergraduate programs. The scope of the position encompasses managing the administration of the Physics & Astronomy undergraduate program, managing the advising program for Physics...