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Undergraduate Assistant 

Department: Germanic & Slavic Studies Effective Date: July,2010


Reports to: Administrative Assistant.

General Accountability

The Undergraduate Assistant provides a wide range of administrative services to faculty members, students, and others involved in the department’s undergraduate programs (German, Russian and East European Studies) and the other languages taught in the department (Croatian, Dutch, Polish). S/he serves as a central support to the ‘Waterloo in Germany’ exchange programs.

Nature and Scope

Reporting to the department’s Administrative Assistant, this position is responsible for classroom scheduling, calendar updating, textbook ordering and numerous other activities to support the undergraduate needs and activities of the department. S/he provides communications support to the department, acts as the initial contact for inquiries for undergraduate students and the department’s programs abroad; manages the department’s web pages; and maintains contact information for alumni and others interested in the department.

Significant Internal Contacts:

Registrar's Office personnel, including the Scheduling Office; Audio-Visual Department and Dean of Arts Office personnel; Bookstore representative; Graphics Department personnel, Distance Education Office personnel.


Significant External Contacts:

Representatives of publishing houses, re desk copies.   German Consulate in Toronto, Goethe-Institut in Toronto, University of Mannheim and University of Bamberg, Germany.

Statistical Data

Specific Accountabilities


  • schedules  undergraduate courses and classrooms  in accordance with faculty requirements (i.e. reserves time slots, classrooms, etc.).



  • maintains alumni databank; prepares alumni profiles for department web site; prepares semi-annual alumni newsletter distributed to 400 alumni in Canada and internationally.


Undergraduate Programs

  • prepares and maintains files for all undergraduate majors in the Department;
  • serves as the department’s liaison with Co-op and Career Services; organizes the grading of co-op work term reports; maintains co-op student records; assists the Undergraduate Officer in publicizing departmental programs  by preparing materials, arranging events, and distributing information;
  • responds to student queries and identifies what help they need/where they should go for further assistance;
  • maintains the department’s  Undergraduate Calendar entries using SISP/SA Panels and knowledge of WINQ/QUEST, ACMS, SA Catalogue and Templates;
  • utilizes WINQ/QUEST to consult class lists, retrieve student data as needed;
  • assists instructors as required in reporting grades by completing on-line forms; serves as the department’s liaison with the Registrar's Office to reserve exam slots, classrooms, etc.;
  • assists the Chair in preparing and distributing  the department’s Exit Survey following each Convocation;
  • organizes distribution of per-term course evaluations;
  • serves as the department’s representative to the Book Store (ordering textbooks, desk copies; troubleshooting ordering difficulties).



Department Newsletter:

  • assists in preparing the design and layout of the newsletter.


Undergraduate Scholarships and Prizes

  • prepares notice of available awards for distribution to GSS courses and individual students;
  • receives and provides preliminary screening of student applications for awards;
  • organizes annual book awards ceremony (space and catering booking; awards distribution).


Administrative support for the Exchange Programs (Mannheim & Bamberg)

  • assists the director in marketing the exchange programs by ,
    • helping to prepare annual  updates to the Waterloo in Germany brochure/handout;
    • working with Graphic Services to ensure materials are printed as required;
    • assisting in the preparation of additional promotional material as required. ;  submits brochure for printing;
  • responds to inquiries from students and university administrators;
  • advises potential applicants on requirements, application procedures, deadlines;
  • collects and reviews all application materials;
  • forwards completed applications to the Universities of Mannheim and Bamberg;
  • collates material from returning students’ German transcripts; arranges for translation if necessary; submits records to UW Registrar’s Office.


Public Relations

  • designs posters and brochures for  distribution and web posting;
  • ensures students are aware of courses with enrolment capacity;
  • maintains the department’s web pages  (using Contribute);


Waterloo Centre for German Studies

  • provides assistance to the Director with communications and event organizing:
    • maintains the WCGS web site; edits and distributes the WCGS newsletter;
    • prepares and distributes information letters to Friends of the Centre;
    • maintains the Centre notice board; 
    • maintains financial records for the Centre generally and for specific activities and events;
    • liaises with the German Consulate in Toronto or the Goethe Institute for event planning as necessary and appropriate;
    • books rooms , makes catering arrangements, handles event publicity and photography;
    • attends events when possible to handle registration;
    • Serves as the secretary to the Centre’s executive committee and its advisory board.

Note: this portion of the position (approximately 2.5 hours/week is funded directly by the Waterloo Centre for German Studies and is contingent on funding. Additional hours may be available depending on the Centre’s needs and finances. Occasional work outside of normal working hours will be required for special events or meetings. 

This is a part time position,20 hours per week, including an estimated 2.5 hours per week devoted to and funded by the Waterloo Centre for German Studies. Hours of work will be arranged between the successful candidate and the department.

Working Conditions