Administrative Coordinator

Overview:
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 support to the Associate Chair for Undergraduate Studies
- Interpret 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 CO website and in the university calendar
- Schedule undergraduate and graduate courses
- Coordinate and implement the Undergraduate Research Assistantship and Undergraduate Research Internship Summer programs
- Organize Annual Undergraduate Book Prize Award

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

- Acts as Scheduling Officer, scheduling undergraduate and graduate courses
- 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 doc fellows and graduate students in compliance with University Policy and Tri-Agency Granting requirements
- Organize department seminars and research colloquia, scheduling and booking rooms, prepare seminar notices using Mailman lists, book and set up of audio-visual equipment and order refreshments when required

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
- 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

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

- Field inquiries from faculty, staff and students, resolve issues and provide information in accordance with University Policy and Procedure
- Monitor and order supplies for department, using department purchasing card (PCard) and reconcile monthly PCard Expenses
- Room Booking Coordinator
- 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.
- Coordinate payroll information and process concur claims
- Perform general office duties: mail, fax and copier, organize mailbox arrangements
- Maintain Department Library

Qualifications:

- College Diploma in business communication or equivalent combination of experience and education
- 3-5 years of administrative experience in an academic environment
- Proven high-quality customer service interactions with faculty, staff and students
- Proficiency with word processing and spreadsheet software, web development tools, Quest, Infosilem DCU scheduling system and LEARN
- Sound Knowledge of university policies and procedures, particularly in the realm of undergraduate and tri-agency requirements
- Knowledge of financial and payroll policies and procedures
- Client Service; ability to respond to customer need in a timely, professional, and courteous manner to resolve issues; ability to effectively communicate service standards to client satisfaction; demonstrates a high level of empathy, resourcefulness and willingness to help others
- Teamwork and Relationship Building; ability to proactively find collaborative solutions to problems that avoids conflict; excellent human relation skills including the ability to develop and maintain constructive relationships with individuals in academic posts
- Communication; demonstrated ability to handle confidential and sensitive information with discretion; proven business-appropriate oral and written communications skills with the ability to use a wide range of medium to communicate information (e.g., notice, memo, meetings, electronic mail)
- Managing Change; ability to be flexible and adapt to change; ability to champion change efforts and use technological solutions to improve processes and communication
- Problem Solving; excellent organizational skills, analytical, and problem solving abilities; proven ability to manage multiple priorities with a high level of initiative, flexibility, accuracy and detail; demonstrative decision-making skills, including the ability to ask probing questions to determine customer needs
- Planning a