Administrative Coordinator, Undergraduate Studies

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Posting Information:
This posting is for an existing vacancy.

The internal posting deadline for this position is June 25 2026 at 11:59PM

Job Description:

Primary Purpose

This position is responsible for providing administrative and secretarial support for the department undergraduate and research programs.

Key Accountabilities

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

Required Qualifications

Education

High School Diploma with some post-secondary education and/or training in business communication

Experience

Several years of secretarial/administrative/customer service experience in an academic environment. Proven aptitude for attention to detail and the management of multiple demands. Demonstrated decision-making skills including the ability to ask probing questions and anticipate customer needs. Ability to exercise good judgment and discretion and work independently with minimal supervision within a fast-paced deadline driven multi-tasking environment. Proven high-quality customer service interactions with faculty staff and students. Demonstrated ability to maintain strict confidentiality. Sound Knowledge of university policies and procedures particularly in the realm of undergraduate and tri-agency requirements.

Knowledge/Skills/Abilities

Intermediate computer skills and knowledge of software applications used in an office setting including word processing spreadsheets web content management software and Document Management Systems (EES). Knowledge of Infosilem Centre-Suite Concur Workday LaTeX or willingness to learn.

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research learning teaching and community building and is coordinated within the Office of Indigenous Relations.

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 Inuk (Inuit) Black racialized a person with a disability women and/or 2SLGBTQ.

Positions are open to qualified candidates who are legally entitled to work in Canada.

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 or ext. 45935.