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Undergraduate Administrative Co-ordinator

Date: June, 2013
Reports to (Job Title): Administrative Assistant
Jobs Reporting (Job Titles): None
Location: Main Campus


35 hr/wk

Primary Purpose

The Undergraduate Administrative Co-ordinator ensures the smooth operation of the Undergraduate Program and the success of the students by overseeing, guiding, mentoring and providing sufficient consultation through emails, phone calls, and personal interactions with students, faculty, staff, and other academic departments.

Key Accountabilities:

Be primary contact for undergraduate students during academic and co-op terms to process inquiries and ensure correct information exchange within SYDE.


Position Requirements


High School Diploma



MS Word Excel PowerPoint Other
Intermediate Intermediate Intermediate Intermediate – QUEST, Sharepoint

Nature and Scope

Interpersonal Skills:

A supportive “people person”, the UG Coordinator uses their ability to put people at ease, listening and verbal communication skills, and advising skills to be students’ primary contact during their work terms and subsequent academic terms. The UG Coordinator brings basic career planning knowledge and a customer service focus to the role. The UG Coordinator is a problem solver and a team player.

Level of Responsibility:


Responsibilities to the Associate Chair for Undergraduate Studies


Responsibilities to the Department Faculty Members



Responsibilities to the Undergraduate Students



Other Duties

Decision-Making Authority:

Physical and Sensory Demands:

This position requires the ability to prioritize when conflicting demands arise from students, faculty, Registrar’s Office, Department Chairs, and staff.  Being able to handle a busy working atmosphere with regular interruptions while keeping attention to detail on the job at hand is crucial.

Working Environment:

Minimal exposure to disagreeable conditions typical of an administrative position exposed to stress and pressure associated with these responsibilities.



Statistical Data


Systems Design Engineering is one of six departments in the Faculty of Engineering.  We currently have 27 faculty members, 9 staff members and approximately 110 graduate students.  We admit approximately 95 undergraduate students each Fall term for a total of approximately 430 undergraduate students on an ongoing basis.