Administrative Coordinator, Undergraduate Studies

Job title: Administrative Coordinator, Undergraduate Studies

Job description: Overview

The Administrative Coordinator, Undergraduate Studies organizes and administers academic services for the Philosophy, Women’s Studies, and Cognitive Science undergraduate programs. This position provides administrative support to the Associate Chair, Undergraduate Studies, faculty and sessional instructors in the department, and undergraduate students to enhance student success. Responsibilities

Provides comprehensive administrative support to the Philosophy, Women’s Studies and Cognitive Science undergraduate programs, including but not limited to the following

Advises students about course and program/plan/specialization selection, exam regulations, academic deadlines and other issues in accordance with UW policy

Assists with petitions, student grades and academic appeals

Assesses and approves student permission forms, including course overrides and plan modifications in consultation with the Associate Chair, Undergraduate studies

Refers students to on-campus resources as appropriate

Consults with advisors in other academic units regarding students of mutual interest

Monitors enrolment reserves, enrolment capacity, and student course override requests for Philosophy, Women’s Studies and Cognitive Science courses; develops reserves for specific courses as needed

Department timetable representative for the Philosophy, Women’s Studies, and Cognitive Science programs

Collects and summarizes department teaching constraints for the Chair’s approval; submits the department timetable for undergraduate courses each term in consultation with the Chair

Assists with determining course reserves and section needs; resolves scheduling issues affecting enrolment

Reviews final undergraduate and graduate course schedules for accuracy, ensuring they meet department needs

Coordinates final exam scheduling with the Registrar’s Office

Department calendar representative for the Philosophy, Women’s Studies, and Cognitive Science programs in consultation with the Associate Chair, UG Studies

Reviews all Philosophy, Women’s Studies and Cognitive Science content in the UG calendar prior to publication

Communicates and consults with other academic units to solicit feedback about proposed changes

Compiles course and plan changes for inclusion in the UG calendar

Prepares submissions for UG Affairs Group

Undergraduate Student engagement

Maintains active communication with, and for, students using a range of communication modalities

Maintains the department website and social media accounts with direction from the department Chair and UG Chair

Plans and participates in various student-focused department events

Provides advice and support to members of the Philosophy Student Society, and the Women’s Studies Student Society as needed

General administrative support to the Department including but not limited to the following

Contributes to the smooth functioning of the undergraduate program; identifies problems and recommends improvements to the Chair and Associate Chair as appropriate

Prepares data and statistical reports as required for the Chair and Associate Chair, drawing on departmental, Faculty, and institutional data

Serves as a resource to faculty and sessional instructors regarding UW policies and procedures

Distributes course evaluations for the department each term

Reviews course outlines to ensure they meet accessibility requirements; maintains a database of course outlines

Maintains department records of current undergraduate students, including confidential correspondence, adhering to US policies

Manages departmental supplies; reconciles supply purchases with monthly statement Qualifications

• Undergraduate degree or equivalent combination of education and experience

Administrative experience in an academic environment

Experience with WCMS, Sharepoint, LEARN, Quest, and Infosilem an asset

Experience with undergraduate scheduling practices is preferred

Well-developed organizational, analytical, interpersonal and communication skills

Computer skills including intermediate MS Word; Excel; PowerPoint and Outlook

Aptitude for attention to detail and accuracy

Minute taking 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.

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuit/Inuk, Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at hrhelp@uwaterloo.ca or 519-888-4567, ext. 35935.

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