Administrative Coordinator, Undergraduate Studies

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 for Undergraduate Studies
- Serves as secretary to the Undergraduate Committee, scheduling meetings, circulating agendas, taking minutes, and following through on any required actions
- Coordinator of all on-line undergraduate course override forms
- Interprets the academic policies related to the undergraduate program
- Maintain up-to-date teaching evaluation records
- Ensure undergraduate program information is up to date on the AM website and in the university calendar
- Coordinate and implement the Undergraduate Student Research Assistantship (USRA) and Undergraduate Research Assistantship (URA)programs
- Processes all undergraduate hires using Workday (Work Placement, Co-op, URA and USRA)
- Organize Annual USRA Conference
- Order textbooks and desk copies
- Book classrooms for course-related activities (e.g. midterms, review sessions) as required

Course and exam scheduling, including, but not limited to, the following activities:

- Acts as Scheduling Officer scheduling undergraduate and graduate courses
- Reviews program requirements and proposed course scheduling to proactively identify conflicts and resolve problems.
- Monitor course limits and student enrolment
- Maintain internal teaching database and teaching timetable
- Coordinate exam preparation and submission
- Coordinate course evaluation questionnaires

Provide support for faculty research programs, including, but not limited to, the following activities:

- Prepare travel claims and expenditure reimbursement requests for faculty, post-doctoral fellows, visitors in compliance with University Policy and Tri-Agency Granting requirements
- Process all casual hires using Workday
- Organize Applied Mathematics department seminars and research colloquia, scheduling and booking rooms, prepare advertisements using Mailman lists, booking and setting up of audio-visual equipment and ordering refreshments when required
- Manage Audio-Visual equipment sign-out
- Monitor all Technical Labs ensuring Safety Procedures are posted and implemented

Provide support to course instructors, including, but not limited to, the following activities:

- Prepare course documents, including exams, and coordinate printing and distribution of course material
- Develop and maintain course web pages as required
- Coordinate exam preparation and submission
- Download class rosters and submit final grades as required
- Assist instructors with electronic grade submission process
- Book classrooms for course-related activities (e.g. midterms, review sessions) as required
- Order textbooks and desk copies
- Maintain course syllabus collection by term for both undergraduate and graduate courses

Provide administrative support for department activities, including, but not limited to, the following:

- 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 site-wide content (banners, footers, etc.), managing user access and site permissions, and managing workflow.
- Prepares immigration documents for all visitors in consultation with the University Immigration Specialist for all foreign academic visitors.
- Arrange accommodations, travel arrangements for all long
- and short-term visitors.
- Issues key permits to all Faculty, Staff, PDFs, Graduate Students, URA, USRA and visitors.
- Event coordinator (Convocation, Grad, USRA and Department socials)
- Arrange computer accounts, maintain key inventory for all faculty, staff, visitors, graduate students, post-doctoral fellows and USRAs.
- Purchase online software licenses for graduate students and USRAs
- Create and maintain department photo directory board.
- Department PCard holder. Reconcile monthly PCard expenses.
- Assist the Department Administrator in the management of space, including office space for faculty, staff, students and visitors, seminar and meeting rooms, ensures equitable and timely space assignments; assists in maintaining usage reports
- Assist in with special projects as assigned by the Department Administrator
- Field general inquiries from faculty, staff and students; problem solve as required
- Room Booking Coordinator
- Maintain AM Department Library
- Orders and monitors the administrative and teaching supplies within available budget and order supplies for department
- Perform general office duties: mail, fax and copier, organize mailbox arrangements

Qualifications:

- High School Diploma with some post-secondary education and/or training in business communication
- Several years of secretarial/administrative/customer servic