University of Waterloo

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Administrative Co-ordinator and Advisor, Undergraduate Studies

Administrative Co-ordinator and Advisor, Undergraduate Studies

Requisition ID 
Job Category  
1675 - French Studies
Job Status 
Temporary Appointment (Contract)
Hiring Range 
$40,264 - $50,330

More information about this job


Term: 14 months


The Administrative Coordinator and Advisor, Undergraduate Studies, organizes and administers academic services for the French Studies undergraduate program and provides advice and support to undergraduate students, including enhancing student success. The position provides bilingual (French and English) administrative support to the Associate Chair, UG Studies, and general support to faculty and sessional instructors in the Department.



Advises Undergraduate students in French Studies - majors, minors and enrollees from all uWaterloo Faculties in consultation with the Associate Chair UG Studies as appropriate:

  • Advises students about course and program/plan/specialization selection, exam regulations, academic deadlines and other issues in accordance with University policy
  • Approves student permissions, including course overrides and plan modifications
  • Advises students with unusual or complex questions, or with questions about academic content as appropriate
  • Assists with Academic Progression reports and Recommendations to Graduate
  • Assists with petitions, student grades and academic appeals
  • Refers students to on campus resources as appropriate
  • Manages co-op work term submissions, grading, monitoring and awards
  • Consults with advisors in other academic units regarding students of mutual interest
  • Monitors enrolment reserves, enrolment capacity and student course override requests for French courses, develops reserves for specific courses as needed

Serves as department timetable representative for the French Studies UG and Graduate program:

  • Collects and summarizes department teaching constraints for the Chairs approval
  • Submits timetable for UG and Grad courses each term in consultation with the Chair
  • Determines reserve and selection needs
  • Resolves scheduling conflicts affecting enrolment
  • Identifies potential course conflicts within French Studies and with other departments
  • Reviews final undergraduate course schedule for accuracy and meeting department needs
  • Coordinates final exam scheduling with Registrars’ Office each term

Serves as department calendar representative for the French Studies UG program in consultation with the Associate Chair, UG Studies:

  • Communicates and consults with other academic units to solicit feedback about proposed changes
  • Compiles course and plan changes for submission to the Undergraduate Calendar
  • Prepares submissions for UG Affairs Group
  • Reviews all course and plan content in the UG calendar prior to publication

Assists with French Studies undergraduate student engagement:

  • Maintains active communication with students using a wide range of communication modalities
  • Prepares texts and maintains undergraduate program pages on the French Studies website
  • Participates or leads in planning various student focused departmental events
  • Provides advice and support to members of the Cercle Français (the French Club) as needed
  • Serves as liaison to the department’s alumni; organizes alumni events in co-operation with Arts Advancement
  • Provides Department Chair with nominations and final selections for departmental awards
  • Oversees the planning and execution of department events which may include Convocation receptions, student awards ceremonies, Campus Day/Open House, and others

Provides administrative support to the Third Year Away Program Coordinators and academic support to undergraduate students participating in the program:

  • Advises students on matter such as course selection, transfer credits, and exchange program
  • requirements
  • Assists with the organization of the exchange program
  • Assists with the logistical details of the trip

Provides general administrative support including the following:

  • Identifies problems in the UG program administration and recommends improvements to the Chair and Associate Chair as appropriate
  • Answers faculty questions regarding UG and department policies and procedures
  • Collaborates with department administrators to provide orientation for new sessional instructors
  • Prepares data and statistical reports as required for the Chair and Associate Chair, drawing on departmental, Faculty, and institutional data
  • Manages periodic internal and external undergraduate program reviews in co-operation with the Associate Chair, Undergraduate Studies and Department Chair
  • Maintains grades and final exams for sessional instructors at the end of their contract
  • Responds to requests from the Examinations and Academic Standings Committee for course grades (from current and previous instructors) for student appeals
  • Maintains department records of current students and graduates, including confidential correspondence
  • Manages incomplete grade agreement process
  • Manages TA and faculty evaluations for French Studies courses
  • Manages the posting of UG course syllabi on the French Studies website, making sure they meet Accessibility requirements
  • Prepares the agenda for French UG Committee meetings with the Associate Chair UG Studies; minutes these meetings
  • Serves as liaison between the department and UW Bookstore/textbook sales representatives
  • Manages undergraduate workspace, Salle Pierre Dubé, and student resources


  • Undergraduate degree or equivalent combination of education and experience
  • Exceptional verbal and written communication skills in French and English
  • Administrative experience in an academic environment, including knowledge of undergraduate policies and procedures
  • Well-developed organizational, analytical, interpersonal, customer service, and communication skills (oral and written)
  • Aptitude for attention to detail and accuracy are essential
  • Leadership experience in event coordination and volunteer management is an asset
  • Independent judgment in time management, task prioritization and decision-making
  • Proven ability to manage a large volume of work, conflicting priorities and deadlines
  • Excellent computer skills including MS Office (Word, Excel)