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Administrative Coordinator

Date: October, 2014
Reports to (Job Title): Manager, Arts Computing Office
Jobs Reporting (Job Titles): None
Location: Arts Computing Office


35 hr/wk



Arts Computing Office

Primary Purpose

The Administrative Coordinator is responsible for establishing, maintaining, and overseeing effective administrative processes in the Arts Computing Office.

Key Accountabilities:

1.  Coordinates work involved in meeting computing needs in the Faculty of Arts and maintains information used to meet these needs:


2.  Responsible for the financial administration of the Arts Computing Office.


3.  Manages office administration and personnel information:


4.  Provides client-facing response for computer related queries:


5.  Manages the annual desktop rollover program under which all regular faculty and staff in the Faculty of Arts are eligible for periodic renewal of their non-specialized computing equipment.

Position Requirements


Completion of a high school diploma. Post-secondary education in an area of office administration is preferred.


5-10 years of progressively responsible administrative support roles. Competencies include exceptional interpersonal, organizational and communication skills (oral, written, and electronic). Strong familiarity with computing technology terms and skill in translating computing concepts into clear, non-technical terms for interaction with clients, and to translate non- technical people’s descriptions of their diverse needs or problems into appropriate technical terms for departmental staff.



Familiarity with commonly used electronic desktop software. Advanced computing support skills are a strong asset.


MS Word Excel PowerPoint Other
Advanced Intermediate Competent Advanced skills in: database client (MS Access), common desktop software, and web content management (SharePoint and Drupal)

Nature and Scope

Interpersonal Skills:

Internal to the Faculty of Arts

Internal to the University

External to the University

Staff in independent units that rely on ACO services, such as the South-Western Ontario Research Data Centre and the Affiliated and Federated Institutions of Waterloo, for purposes of contract maintenance, billing, and collection of services provided to these units for a fee.

Level of Responsibility:

The position is responsible and accountable for tracking, reporting, and advising on the non-salary budget of the ACO, typically in excess of $200,000 per year. The position provides direction to 2 to 3 co-op students on an intermittent basis and directly supervises casual employees performing clerical work for the department. The incumbent plans and takes a leadership role in organizing work with other staff in the large recurring undertaking of workstation upgrades and replacements throughout the Faculty. Coordinates, assigns, tracks, and follows up on client-initiated requests for service.

Decision-Making Authority:

Responsible and accountable for the purchase, deployment, and return for re-use and surplus of workstation and laptop computers throughout the Faculty. Provides authorization for room bookings including after-hours support. Answers inquiries about department and university policies and procedures. Refers atypical problems to the Manager or Associate Dean.

Physical and Sensory Demands:

Strain or risk of injury as a substantial amount of time is spent sitting at a computer with repetitive keyboard use. Periodic lifting and carrying of heavy, bulky items: computer equipment and large boxes of paper and forms. Empathy, understanding and sensitivity towards clients who are frequently stressed and come from diverse backgrounds. A high level of attention to detail in purchasing, reconciliation, inventory management, and ensuring large volumes of course evaluation data are handled correctly in an extremely short period of time.

Working Environment:

Some ongoing background noise from printers and other equipment, multiple telephones, and conversations, contributing to an often hectic and distracting environment.