University of Waterloo

  • Administrative Co-ordinator, Undergraduate Studies

    Requisition ID
    Job Category
    1725 - History
    Job Status
    Temporary Appointment (Contract)
    Hiring Range
    $41,377 - $51,721
  • Overview

    Term: 7 months


    This position is responsible for administrative support to the History undergraduate programs, and for general support to faculty and sessional instructors in their teaching and professional duties.



    Provide comprehensive administrative support to the History undergraduate programs, including but not limited to the following:

    • Serves as a resource for students and faculty in matters pertaining to undergraduate studies from admission to graduation
    • Provides advice to students regarding program requirements, including relevant policies and procedures, program changes and new specializations
    • Assists students with Letter of Permission and Cross-Registration forms
    • Manages student records, including academic petitions, requests for Letter of Permission, illness forms and other confidential correspondence; maintains current profiles for all History undergraduate students
    • Liaises with CECA regarding co-op requirements and procedures; manages work term reports
    • Oversees distribution of undergraduate course evaluations each term
    • Collects and prepares documentation for History plan curriculum changes for submission to the Arts Undergraduate Affairs Group
    • Serves as the department’s Calendar representative; ensures information is correctly displayed in the UG Calendar
    • Assists in organizing key events for the department, including the annual MacKinnon Dinner and the annual Convocation reception

    Provides administrative support to the Associate Chair, Undergraduate Studies, including but not limited to the following:

    • Investigates administrative issues, particularly those pertaining to student grades and decisions
    • Assists the Associate Chair with a wide range of special projects, including data collection, student tracking, and communication with students

    Provides course support for instructors and sessional instructors, including but not limited to the following:

    • Manages course materials; ensures materials are printed and supplies are available
    • Provides guidance to sessional instructors, including orientation and guidance on administrative matters
    • Serves as the department’s advisor for the university’s electronic grade submission system; submits grades and grade revisions
    • Distributes electronic copies of class lists to instructors as needed
    • Manages department textbook orders
    • Schedules undergraduate and graduate courses
    • Co-ordinates arrangements for midterm examinations; manages midterm and final exam proctor assignments
    • Collects and maintains course syllabi
    • Monitors course enrolments and maintains waiting lists as required

    Provides administrative support, including but not limited to the following:

    • Creates and maintain department web pages; regularly updates information relating to undergraduate studies
    • Organizes undergraduate and department functions
    • Orders and maintains supplies for the department
    • Co-ordinates room booking requests and special orders as required


    • Undergraduate degree or equivalent education and/or experience
    • Considerable administrative experience in an academic environment with a strong student service focus required
    • Experience with scheduling required
    • MS Word (Intermediate), Excel (Intermediate), PowerPoint (Basic)
    • 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 fastpaced, 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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