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Administrative Coordinator and Advisor, Undergraduate Studies

Date: February, 2015
Reports to (Job Title): Administrative Officer
Jobs Reporting (Job Titles): None
Department: Psychology


Main Campus


35 hr/wk

Primary Purpose

The Administrative Coordinator and Advisor, Undergraduate Studies, advises Psychology undergraduate students. This position is responsible for effective administration of the Psychology undergraduate programs and for enhancing student success through appropriate advisement and support.

Key Accountabilities:

1.  Advises undergraduate students in Psychology in consultation with the Associate Chair UG Studies as appropriate.


2.  Advises exchange students:


Outgoing exchange

3.  Assists with Psychology’s undergraduate student engagement:

  • Maintains active communication with students;
  • Participates in planning various student-focused department events;

  • Provides advice and support to members of the Psych Society as needed;
  • Jointly represents the Psychology program at events and activities for / about current and future students;
  • Assists with outreach to target groups e.g. to promote academic success, program recruitment etc.;
  • Recruits volunteers/mentors for events and peer mentorship;
  • Serves as liaison to Psychology alumni; organizes alumni events in co-operation with Arts Advancement;





4.  Provides general administrative support including the following:

  • Identifies problems in UG program administration and recommends improvements to the Administrative officer, Chair and Associate Chair as appropriate;
  • Prepares data and statistical reports as required for the Chair, Associate Chair, and Administrative Officer drawing on departmental, Faculty, and institutional data;
  • Collaborates to provide orientation for new sessional instructors;
  • Maintains department records of current students and graduates, including confidential correspondence;
  • Answers faculty questions regarding policies and procedures;
  • Prepares and posts text for the Psychology UG website;
  • Assists with nominations and final selections for convocation awards, department scholarships, and NSERC scholarships;
  • Manages data entry for department student database;
  • Manages department WIKI for scheduling midterm tests;
  • Assists with waiting lists for course enrolment. \
  • Provides support for course scheduling / timetabling and undergraduate calendar changes / proofing as needed.

Position Requirements


Undergraduate degree or equivalent combination of education and experience.


Administrative experience in an academic environment, including knowledge of undergraduate policies and procedures. Well-developed organizational, analytical, interpersonal, customer service, and communication skills (oral and written). Aptitude for attention to detail an accuracy are essential. Proven capacity to handle high volume of requests and able to multi-task.


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

Nature and Scope

Interpersonal Skills:

This position requires communication with a wide range of internal contacts to obtain, clarify and discuss information, and when dealing with students, to present and discuss information and problems, leading to resolution.  This position requir es sensitivity to the needs of a wide client base, including faculty, co-op students, mature students, students learning online, exchange and other international students, and students registered with Accessibility Services.

Level of Responsibility:

The position has specialized work with minimal supervision, provides guidance to others and works closely with the Administrative Officer, Associate Chair UG Studies and the Department Chair.

Decision-Making Authority:

This position has decision-making authority; complex and non-routine issues involve consultation with the Administrative Officer, Associate Chair UG studies and the Department Chair.

Physical and Sensory Demands:

Typical of an administrative position in an office environment; peak times can include numerous student request, multiple priorities and frequent interruptions.

Working Environment:

Travel: none

Working hours: regular with infrequent evening and weekends.

Risks, physical and psychological: Involves minimal physical or psychological risk resulting from a diverse environment with deadlines, multiple priorities and frequent interruptions.