Academic Services Coordinator

1 month ago

Kitchener, Ontario, Canada University of Waterloo Full time
Job Title: Academic Services Coordinator

Job Summary:

The Academic Services Coordinator plays a vital role in supporting the academic programs within the Department of Systems Design Engineering. This position provides exceptional client service, administrative support, and program coordination to ensure the smooth operation of academic services.

Key Responsibilities:
  • Client Service: Build and maintain effective working relationships with stakeholders in the department, Faculty, and across campus. Provide exceptional client service to all constituents within the Department of Systems Design Engineering (students, faculty, and staff).
  • Program Administration: Provide 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.
  • 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.
  • Academic Integrity Management: Promote and facilitate an environment that focuses on academic integrity. Advise students and faculty on academic integrity matters and academic misconduct.
  • Communications: Work in conjunction with multiple stakeholders within the Department of Systems Design Engineering, Faculty of Engineering, and central units to develop communications as it relates to recruitment, admissions, scheduling, academic integrity, policy, and best practice.
  • Support for Special Projects: Provide expert support on special projects and strategic initiatives as directed by Administrative Officer, Associate Chairs, and the Chair.
  • Support for Core Functions: Operate as part of a larger team contributing to various core functions in the Department of Systems Design Engineering. Duties may include administrative support and event planning, supporting the recruitment and admissions process, etc.
Qualifications:
  • University degree: equivalent combination of education and experience will be considered.
  • Familiarity with engineering discipline and relevant academic policies an asset.
  • Minimum of 3 years of demonstrated extensive administrative experience.
  • Experience pertaining to undergraduate and graduate programs is an asset.
  • Ability to work collaboratively with all team members to deliver excellent results with accuracy and integrity in a student-centered environment.
  • A continuous improvement mindset and exceptional client service focus are critical for success.
  • Proven ability to work independently, and to problem solve to make sound decisions within the scope of the role.
  • Strong ability to shift gears frequently due to multiple demands and frequent interruptions.
  • Exceptional communication (written and verbal) and organizational skills.
  • Focused, detail-oriented, results-driven, and able to work under pressure.
  • Competency in exhibiting compassion, particularly with clients under stress or in emotional crisis.
  • Intermediate knowledge of Microsoft Office, Outlook, MS Teams, Quest, SharePoint, OATS, and CIS with the willingness to learn new systems.
  • Proven experience to work efficiently in a fast-paced academic setting is required.
  • Demonstrated ability to exercise empathy, tact, and discretion when handling confidential and sensitive information.
  • Experience planning and managing workshops, seminars, and events.
  • Experience listening actively and using advising approaches and skills.
  • Demonstrated experience in conflict management and negotiation skills.
  • Demonstrated ability to support cross-functional teams and build consensus. Sensitive to the diverse needs and perspectives of stakeholders and works with them to resolve issues.
  • Strong understanding of the needs of Engineering students, including priority populations (first-year students, international students, academically at-risk, transfer, and exchange students).

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