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Administrative Coordinator, Graduate Studies

Date: March, 2015
Reports to (Job Title): Administrative Assistant
Jobs Reporting (Job Titles): None
Department: Sociology and Legal Studies


Main Campus


35 hr/wk

Primary Purpose

The Administrative Co-ordinator, Graduate Studies, administers academic services and advises Sociology graduate students. The position is responsible for providing effective administrative support to the Associate Chair, Graduate Studies, and general support to faculty in the Department.

Key Accountabilities:

1. Administers applications to the MA & PhD programs, including the following:




2. Serves as a resource for graduate students, in consultation with the Associate Chair Graduate Studies as appropriate:





3. Manages funding arrangements and serves as department scholarship coordinator





4. Assists with graduate student engagement:




5. Provides administrative support to the Chair, Associate Chair, and faculty, including the following:




6. Print and Website Communication, Marketing and Recruitment

Position Requirements


Undergraduate degree or equivalent combination of education and experience.



MS Word Excel PowerPoint Other
Intermediate Intermediate Intermediate OnBase, Infosilem, Sharepoint, Outlook, Minute Taking, Outlook, WCMS, Quest

Nature and Scope

Interpersonal Skills:

This position requires communication with internal and external contacts to obtain, clarify and discuss information. Contact groups and individuals include but are not limited to:


Department Chair

Associate Chair for Graduate Studies

Department faculty and staff

Graduate students

Office of Arts Associate Dean, Graduate Studies

Graduate Studies Office

Scheduling Office

Cooperative Education and Career Action

Human Resources

Waterloo International


Arts Computing Office

Office of Research


Level of Responsibility:

This position has specialized work with minimal supervision; provides guidance to others and works closely with the Associate Chair Graduate Studies.

Decision-Making Authority:

Prioritizes tasks given multiple deadlines and demands; advises and directs students to appropriate resources. This position requires active problem solving.

Physical and Sensory Demands:

Typical of an administrative position in an office environment.

Working Environment:

Regular working hours.


The position involves extensive sitting and a working day will include:  frequent interruptions, multiple priorities, tight deadlines and high volumes of work.


Risks: Minimal; typical of a varied administrative position dealing with a variety of individuals.