Undergraduate Coordinator

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Job Requisition ID:2026-02932Time Type:Full timeEmployee Group:StaffJob Category:Academic AdvisingEmployment Type:PermanentDepartment:Faculty of Mathematics
- Undergraduate Office
- CoordinationHiring Range:$51,306.48
- $64,133.10Posting Information:This posting is for an existing vacancy.
The internal posting deadline for this position is October 8, 2026 at 11:59PMThis is a Career Path position. The final level will be determined based on demonstrated skills and experience.
Anticipated hiring ranges:USG 5: $51,306.48 – $64,133.10USG 6: $56,494.16 – $70,617.70Job Description:Primary PurposeAccountable to the Student Services Manager for front line student support and triage, enrollment activities, and administrative support of the course teaching activities of the Faculty. The position holds increasing levels of responsibility for the delivery of all activities, depending on the level of technical know-how and the competencies developed related to client service, leadership, and problem solving. Responsibilities range from entry level student records knowledge to a leadership role, leading process and projects while resolving more complex problems.
Key AccountabilitiesProvide a comprehensive range of frontline student-centric support including, but not limited to the following:riage the nature and complexity of inquiries and determine action to be taken, advising stakeholders as appropriate; probe for information beyond the immediate requestInterpret and apply regulations, procedures and policies for students e.g. enrollment, transfer, appeal processes, course requisites, admissions;Communicate decisions made by others or by policy, including denialsDeliver immediate support to students in distress; follow up with appropriate referralsDistribute communications to appropriate audiences, which may include print, mass emails, web pages, and social mediaEnsure that all information posted or available for distribution to students is up to date.
Respond to inquiries related to undergraduate teaching in person, over the telephone, and via email or other electronic means, scheduling referrals as necessary.
Lead, execute, monitor and document one or more Projects associated with the MUO, including but not limited to the following:Applications and admissions for programs, e.g. co-op admissionsExamination scheduling and proctoringAssign Teaching Assistant dutiesHire, assign and manage undergrad Teaching AssistantsGrade submissions, grade revisions, and INC processesDean’s Honours ListCourse EvaluationsTextbook orderingTutorial Centre scheduling and administrative supportMeetings and Special Events e.g. advisor meetings, orientation lunch, awards dinners, onboarding events, exchange eventsTimetabling activities including, but not limited to the following activities:Serve as the Math timetable representative, liaising with other reps (in Math and across the University) to assure course availability, adequate reserves and conflict free schedules in over 200 course sections.
Ensure that courses offered for new incoming students, in all terms, allow for conflict free timetables for core math and non-math courses.
Monitor the Schedule of Classes, including reserve caps, course enrolments, classroom size vs enrolment total, course time conflicts; solves problems and recommends solutions to the Office Manager and Associate Dean as appropriate.
Maintain waiting lists, adjusting course capacities as necessary.
Create course enrolment blocks for specific groups of students as needed.
Communicate with instructors regarding timetabling decisions, including preference denialsBackup support for department timetablingPerform course enrolment activities including, but not limited to:Respond to inquiries about course selections and enrolmentEnroll students, including block enrollment, transfers, overrides, requisite checks, enrolment problems, and removalsTransfer students from/to advanced coursesMake course enrolment adjustments as needed, for example, with transfer credit information from the Registrar’s Office.
Run system reports to identify coding and requisite issues, and correct the errorsRun system reports to block enroll or remove students based on specified criteriaProvide administrative support for the office including but not limited to the following:Prepare reports from student data as requested by Associate/Assistant Deans or other members within the MUO or Faculty;Provide assistance to Lecturers and sessional instructors, related to assignment/exam preparation, distribution and collection