Academic Services Coordinator

2 months ago

Waterloo, Canada University of Waterloo Full time

Overview:
The Academic Services Coordinator provides a board spectrum of responsibilities including but not limited to client service, academic integrity, scheduling, support for core functions (e.g., recruitment and admissions, internal and external events etc.), special projects, data management, and general administrative duties. The position acts as a liaison with units in the Faculty of Engineering and central university services as it relates to key accountabilities. Reporting to the Administrative Officer, the Academic Services Coordinator provides exceptional client support for academic programs within the Department of Systems Design Engineering. The role moves seamlessly between tasks, shifting priorities as directed by Administrative Officer and the Associate Chair, Undergraduate Studies and Associate Chair, Graduate Studies to address critical needs. The Academic Services Coordinator provides continuity in leadership changes and demonstrates breadth and depth in all core operations in the Department of Systems Design Engineering.

**Responsibilities**:
Client Service
- Builds and maintains effective working relationships with stakeholders in the department, Faculty and across campus
- Provides exceptional client service to all constituents within the Department of Systems Design Engineering (students, faculty and staff), including acting as a liaison with the Faculty of Engineering, central services and external partners
- Duties may include several key areas including academic advising, academic integrity, scheduling
- and calendar management, admissions and recruitment, event planning and execution, data
- management, general administrative support, etc. The incumbent is expected to shift seamlessly between tasks to address priority areas
- Develops strong advising relationships that are student-centred and specific to individual needs while aligning with the mission of the department
- Assists stakeholders with identifying and accessing tools and resources necessary to meet goals
- and objectives
- Applies change management expertise with new stakeholders, audiences
- Cultivates relationships built on trust with individuals in one-on-one and online environments,
- focusing on the values and needs of the client group while encouraging self-efficacy, resilience, and
- career potential
- Facilitates group learning opportunities through workshops, presentations, events, and resources to meet client needs
- Supports the development and implementation of best practice for student-centred services

Specific Accountabilities

The Academic Services Coordinator is expected to support several key accountabilities including but not limited to:

- Program Administration - Provides administrative support to the Associate Chairs and Chair in all matters relating to the undergraduate and graduate programs. This includes providing background research and support to assist in the academic decision-making process, planning, research and data collection. First point of contact for policies and procedures related to the undergraduate and graduate programs. Maintains in depth and current knowledge of SYDE and BME program curriculums and academic requirements for the programs including admission regulations and practices. This position will assist with SYDE and BME courses scheduling through consultation with the Department executive as well as the optimization of classroom space. Executes academic administrative processes (e.g., exemption approval, credit transfers, changes to academic standings, grade revisions, calendar changes, academic exchanges etc.).
- Student Wellness - Assist students in exploring services, resources and programs to improve skills, build student resiliency, and increase academic success and independence. Monitor students repeating courses and those who are out-of-sync with their cohort. Provide regular and ongoing reports on the state of the student community and factors affecting student well-being to the Associate Chairs and Chair. Provide triage services, including identifying students at risk, to screen students who are in need of counselling and guide those to the appropriate resources (the coordinator is not a counselor, but refers to counseling as appropriate). Deliver immediate support to students in distress; follow up with appropriate referrals. Coach students on personal matters as appropriate especially addressing inclusion of diversity, access and accommodations for disabilities. Maintain current knowledge related to student wellness and disseminate information and knowledge to faculty and other department staff
- Academic Integrity Management - Promotes and facilitates an environment that focuses on academic integrity. The incumbent advises students and faculty on academic integrity matters and academic misconduct. The incumbent acts as an expert resource and provides information on relevant policies and process. The Academic Services Coordinator works with the appropriate As

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