Academic Services Coordinator

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**Job Requisition ID**:
2025-00813

**Time Type**:
Full time

**Employee Group**:
Staff

**Job Category**:
Academic Advising

**Employment Type**:
Temporary

**Department**:
Faculty of Science - Undergraduate Office - Operations

**Hiring Range**:
$60,384.87 - $75,481.09

**Posting Information**:
Term: 2 years

This role is being offered as an internal secondment or an external contract.
The internal posting deadline is November 13, 2025 at 11:59pm.

**Primary Purpose**

The Academic Services Coordinator (ASC) in the Science Undergraduate Office (SUO) provides a broad spectrum of responsibilities including, but not limited to, student advising, curriculum and communications, special projects, and general administrative duties. The ASC acts as a key liaison between academic units in the Faculty of Science, central university services, and external partners. Reporting to the Director, Academic and Student Experience, supporting Associate Dean Teaching and Learning (ADTL) initiatives the ASC supports a diverse range of undergraduate programs and student populations, ensuring proactive, student-centered service delivery. The role requires adaptability and initiative to manage shifting priorities, provide continuity during leadership transitions, and contributes to the ongoing development of academic operations and student experience initiatives within the SUO.

**Key Accountabilities**

**Client Service**:

- Builds and maintains effective working relationships with students, faculty, staff, and external partners across the Faculty of Science and the broader university community.
- Acts as a liaison between the SUO and academic departments, academic support units (e.g., Registrar’s Office, Co-operative Education), and external/partner stakeholders.
- Supports students with a wide range of academic and administrative needs, including enrollment, course selection, petitions, program changes, and transfer credit inquiries.
- Coordinates and communicates key academic processes such as course scheduling, final exams, and academic standing decisions.
- Assists students navigating complex or sensitive situations, including those involving but not limited to travel abroad, or academic accommodations.
- Contributes to the development and delivery of resources, workshops, and communications that enhance the student experience and promote self-efficacy and academic success.

- Demonstrates flexibility and professionalism in managing shifting priorities and high-volume periods, while maintaining a welcoming and inclusive environment

**Specific Accountabilities**:
The Academic Services Coordinator is expected to support several key accountabilities including but not limited to:
**Student Experience & Advising**
- Provides academic advising and support to undergraduate students, including requests for co-op, first-year coaching portfolio and international exchange.
- Supports students with academic petitions, INC grades, readmissions, and transfer credit assessments.
- Acts as a liaison between students and instructors, departments, and central services to resolve academic and administrative issues.
- Assists students with issues while traveling abroad and coordinates travel-related academic requirements.
- Participates in first-year transition activities and mentoring programs.

**Academic Operations & Curriculum Support**
- Monitors, reviews and approves Science student submission in the Student Accountability System (SAS)
- Coordinates termly course scheduling, department consent, and SCI course administration and logistics.
- Gathers and follows up on course outlines and prepares termly memos and instructor guidelines.
- Collects final exams requests and information for faculty-level scheduling coordination.
- Supports curriculum changes and site visits in collaboration with academic leadership.
- Keeps program reviews and academic quality assurance processes on task
- Assists with program change requests for new students

**Communications & Outreach**
- Manages student communications, including bulk mail, signage, and SciSpace posts.
- Sends communications on behalf of the Associate Dean and Faculty leadership.
- Coordinates and participates in info sessions, partner visits, and community engagement events.
- Maintains and updates the SUO website and related digital platforms.
- Supports onboarding of new staff and coordinates internal communications.

**Administrative & Technical Operations**
- Hires, trains, and supervises co-op students who support front-line service