University of Waterloo

  • Administrative Coordinator, Undergraduate Studies

    Requisition ID
    Job Category
    1650 - Fine Arts
    Job Status
    Temporary Appointment (Contract)
    Hiring Range
    $41,377 - $$51,721
  • Overview

    Term: 6 months


    The Administrative Coordinator, Undergraduate Studies is responsible for all administrative support to the Fine Arts undergraduate program. This position provides support, advice and guidance to Fine Arts and, in some instances students from other programs, as well as the Associate Chair, Undergraduate Studies. The Administrative Coordinator, Undergraduate Studies is the first point of contact for the department


    In consultation with the Associate Chair, Undergraduate Studies, assists in advising undergraduate students in Fine Arts, both majors and students enrolled in the minor from all uWaterloo faculties, including the following:

    • Provides advice as required to students (from all Faculties and from other universities) regarding program requirements, program changes, plan modifications, enrolment issues, specializations, co-op, cross registration, exam regulations,
    • academic deadlines and other issues in accordance with University policies and procedures
    • Identifies and refers complex or unusual student issues or concerns to the Associate Chair UG; assists with investigation and problem-solving as required
    • Advises students in the administration of academic appeals
    • Serves as a resource for students and faculty members in matters pertaining to undergraduate studies from admission to graduation
    • Oversees distribution of undergraduate course evaluation forms each term
    • Responsible for nominations, planning and execution of Fine Arts Annual Awards Day

    Provides course support for instructors and sessional faculty, including the following:

    • Works closely with the Arts Undergraduate Office and the Registrar’s Office on matters related to student grades, petitions, enrolment and other matters
    • Prepares data and statistical reports as required for the Chair and the UG Associate Chair, drawing on departmental, Faculty, and institutional data
    • Prepares Department submissions to the Faculty of Arts Undergraduate Affairs Group (UGAG), in consultation with the UG Associate Chair

    Provides support to the Associate Chair, Undergraduate Studies including the following:

    • Undertakes to ensure the smooth functioning of the undergraduate program; identifies problems and recommends improvements to the Chair and Associate Chair as appropriate
    • Liaises with the Scheduling Office to ensure instructor room requirements are met for undergraduate classes and midterms each term
    • Serves as the departmental timetable representative, liaising with other reps to assure course availability, adequate reserves and conflict free schedules. Also ensures that all matters pertaining to the UG calendar is submitted and displayed correctly
    • Monitors the Schedule of Classes, including reserve caps, course enrolments, classroom size vs enrolment total, course time conflicts; solves problems and recommends solutions to the Associate Chair, UG Studies as appropriate
    • Maintains course waiting lists as required
    • Manages work term report submissions
    • Co-ordinates final exam scheduling with the Registrar’s Office each term
    • Assist with the administration and monitoring of INC Agreement form process
    • Provides assistance to the department and Dean of Art’s office for Advising Days, March Break Open House, University Fair, and any additional requested initiatives


    • Equivalent combination of Education and Experience
    • Considerable administrative experience in an academic environment with a strong student service focus required
    • Experience with QUEST and scheduling required
    • MS Word (Intermediate), Excel (Intermediate), PowerPoint (Basic) and some familiarity with Web Content Management systems preferred
    • Familiarity with basic social media platforms (Facebook, YouTube, Twitter)
    • Aptitude and willingness to learn new software systems
    • Well-developed organizational, analytical, customer service, and communication skills (oral and written) are required.
    • Proven ability to work independently and as a team member with a high level of initiative in a fast paced, deadline-driven work environment
    • Strong interpersonal skills and the ability to interact in a positive and supportive manner
    • Must be able to deal efficiently and empathetically with a wide range of student issues and concerns
    • Proven capacity to multi-task and handle a high volume of work with an aptitude for attention to detail and accuracy is essential
    • Working knowledge of UW undergraduate policies and procedures, and campus resources is an asset


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