Administrative Coordinator

6 days ago

Waterloo, Canada University of Waterloo Full time

Overview:

- This position is responsible for providing comprehensive administrative support to the WatPD team including student registration, tracking and advising. This position is also responsible for the coordination of human and physical resources for the department.

**Responsibilities**:

- Responsible for the scheduling of WatPD courses and for student enrolment and progression tracking
- Updates and confirms accuracy of course offering schedule
- Ensures accurate enrolment of students in their PD courses; manages exceptions and special cases
- Administers student progression reports, escalating as necessary
- Reviews graduating student reports to ensure completion of WatPD requirements
- Advises students, academic advisors, and Associate Deans regarding WatPD registration and progression policies
- Ensures the accurate maintenance of WatPD records
- Manages the official record and provides support for the Engineering Curriculum Committee and for CEAB accreditation
- Maintains meeting minutes, process documentation and departmental history according to established guidelines
- Maintains human resources records
- Maintains WatPD databases regarding student progression and tracking
- Coordinates and monitors official records for the department.
- Updates WatPD website and promotional materials as necessary
- Advises stakeholders as to WatPD requirements and policies. Primary contact for external inquiries. Provides guidance to
- Students
- Staff (Registrar’s Office, CECA, Academic Advisors, WatPD)
- Faculty and Associate Deans
- Co-op Employers
- Administers financial records for the department
- Submits payroll for casual markers/grad students
- Coordinates hiring of all co-op students and contract staff
- Reconciles financial reports at month end
- Monitors program specific spending within all accounts ere
- Manages physical resources of the department
- Monitors supplies, office equipment, and promotional resources
- Responsible for procurement of supplies and office equipment
- Manages keys, security codes, and other secure department asset

Qualifications:

- Undergraduate degree or equivalent experience and education.
1-2 years administrative experience in a university setting, ideally in an academic support unit or student service department
- Experience with WCMS or other content management system is an asset
- Experience using financial management software is preferred
- Competencies will include superior time management and organizational skills; attention to detail; strong interpersonal skills; flexible team player

Vaccination Requirement Statement:
Failure to comply with the Vaccination Requirement if it is reinstated, including failure to comply with any future amendments to the Vaccination Requirement, or failure to comply with new health and safety policies/requirements implemented by the University, including those related to new mandatory employee vaccination, shall result in discipline up to and including termination of employment.

Equity Statement:

- The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. The University of Waterloo is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.

519-888-4567, ext. 45935
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