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Undergraduate Studies and Outreach Coordinator

Date: December, 2011
Reports to (Job Title): Departmental UG Officer and Departmental Chair
Jobs Reporting (Job Titles): None
Location: Waterloo

Primary Purpose

Responsible for providing advice and administrative support to on-campus undergraduate students, provide assistance to the Undergraduate Advisors in the performance of their administrative duties and for both on-campus and off-campus recruitment and outreach activities.

Key Accountabilities:

1.         Recruitment

organize and attend recruitment, both on-campus (i.e. Science Open House, University Open House, You@Waterloo Day) and off-campus (i.e. Ontario University Fair) with Earth and Environmental Sciences as the main focus

serve as departmental liason with Faculty of Science recruitment staff

organize and attend high school visits; deliver presentations; participate in relevant high school PD days

organize and attend planning and follow-up events

provide support for recruiting activities as assigned by the UG Officer and/or Dept Chair

2.         Outreach

responsible for the maintenance, upkeep and operation of the Earth Sciences Museum and Peter Russell Rock Garden

ability to recruit, manage and supervise paid and volunteer assistants involved in undertaking a variety of outreach tasks as and where necessary

conduct ongoing outreach activities in support of visitors, school groups and related activities in the Earth Sciences Museum

develop, enhance and collaborate on production of outreach materials and exhibits for the Museum, including the Earth Sciences Museum website (i.e. What on Earth, on-line information, news items)

organize meetings and minutes of Museum Board of Directors two or three times per year

represent the Museum and the Department at outreach events such as the Children’s Groundwater Festival, Campus Canada Day, Annual Rock and Gem Show, Regional Science Fair

manage and report on activities associated with the Conestoga-Rovers Endowment, and other Museum Endowments and Trust Funds

secure and oversee external funding for the Museum (i.e. Ministry of Culture grants)

Report on activities or important issues when required or requested at departmental meetings


3.         Admissions/Undergraduate Academic Services

Position Requirements


Undergraduate degree in the Earth Sciences is required, a MSc is preferred.


Progressive experience with proven track record of success in student interaction, support, recruitment, and outreach.  Ability to write external grant applications and execute deliverables.  Public speaking and presentation skills are required. 


MS Word Excel PowerPoint Other
Advanced Advanced Advanced other

Nature and Scope

Interpersonal Skills:

A warm, engaging and enthusiastic personality.  Internally, ability to communicate with students, staff, and faculty members to obtain, clarify, and discuss information.  Externally, ability to communicate with all ages of the general public. Make contact with, engage and motivate prospective students.

Level of Responsibility:

The job has specialized work with minimal supervision and provides guidance to others, such as temporary employees.

Decision-Making Authority:

Independently develop and coordinate work schedule (including travel) with co-workers and depending on needs of students·.

Physical and Sensory Demands:

Working Environment:

Working hours:          
Some evening/weekend work required.  Extended hours may be necessary while traveling.

Frequent travel may be required.