Date: |
October 1, 2014 |
Reports to (Job Title): |
Associate Dean, International
|
Jobs Reporting (Job Titles): |
None |
Department: |
Dean of Engineering Office |
Location: |
Main Campus |
Grade: |
USG 5/6
35 hr/wk |
Primary Purpose
The Engineering Exchange Coordinator manages all aspects of student exchange within the Faculty of Engineering, for both inbound students (STINS) from international partner institutions and outbound University of Waterloo students (STOUTS). Duties include working with students to provide service and guidance, working with partner institutions to regulate inbound student activity, and working with University of Waterloo faculty and staff to ensure adherence to exchange rules and regulations. This position is accountable to the Associate Dean, International, in the Faculty of Engineering.
The Engineering International Office is comprised of the Associate Dean, International, Assistant to the Associate Dean, International, and the Engineering Exchange Coordinator. The Engineering International Office works in close collaboration with Waterloo International, Cooperative Education and Career Action, Faculty of Engineering offices responsible for undergraduate programs, graduate programs, research and external partnerships. The Faculty of Engineering has exchange agreements with more than 80 institutions in 30 countries around the world that are reviewed regularly to ensure that they provide the necessary exchange opportunities to satisfy student academic and cultural needs.
One of the key responsibilities of the Engineering Exchange Coordinator is to serve as the primary point of contact to students, faculty, administrative staff, and exchange programs. This includes inbound as well as outbound exchange students, the UW Exchange Program Coordinators, staff in Cooperative Education and Career Action, Registrar’s Office and Waterloo International. The incumbent advises these groups on matters related to application requirements, procedures and status. Supporting the Associate Dean, International, the Engineering Exchange Coordinator contributes to the decision-making process in all matters related to exchange in Engineering, plans and organizes visits from international groups or individuals, arranges promotional events, prepares data for exchange scholarships, as well as for other matters as described below.
Key Accountabilities:
1. Assistance to the Associate Dean, International:
- Create and maintain confidential dossiers and databases for all STINS and STOUTS, with a keen eye for details
- Manage large amount of email correspondence and extensive communications with STINS, STOUTS, Exchange Program Coordinators, partner schools, faculty and staff
- Work closely with Waterloo International to monitor and maintain an appropriate balance in the numbers of STINS and STOUTS; propose corrective action as required
- Work closely with the Registrar’s Office and UW Study Abroad Manager and Coordinators regarding enrolment, registration and transcripts for all inbound and outbound students
- Request and maintain up-to-date information/material from Waterloo International for Engineering resource library
- Maintain exchange notice board in Carl A. Pollock Hall (CPH)
- Develop and maintain office procedural manual for this position
- Evaluate and make improvements to operations and procedures for the Faculty including preparing surveys and debriefings with inbound and outbound students
- Interpret procedures for faculty, staff, and students
- Correspond with exchange partners regarding exchange agreements
- Prepare for an attend meetings of visiting exchange partners and potential partners (i.e. itineraries, accommodation, meals, tours of facilities)
- Update material for undergraduate calendar (engineering exchanges, and International Studies in Engineering Option)
- Undertake special projects as required
- Provide general administrative support to the Associate Dean, International, in all matters related to exchanges; arrange appointments and meetings
- Provide input and assist with creation and renewal of exchange agreements
- Develop/manage International Studies in Engineering Option database (courses, marks, academic terms and/or work terms outside of Canada); notify the students’ home departments and the Registrar’s Office if requirements have been met for students to receive the option
- Maintain student data related to various exchange programs
- As required, act as a delegate for Associate Dean, International, at meetings of the UW Exchange CommitteeAssists in the preparation of annual report
2. Exchange Website:
- Design/create new material, and maintain information in adherence with Accessibility for Ontarians with Disabilities Act; such as new opportunities, courses taken and reports written by STOUTS, partner school information
- Coordinates with Dean of Engineering Office and Waterloo International to ensure compatibility of websites
- Take IST/OHD courses to continuously improve the website to provide clearer information for all students, faculty and staff
3. Promotional Events:
- Create/prepare printed and online promotional, and presentation materials
- Arrange for Associate Dean, International, to visit class professor hours with 1B, 2A, and 2B classes each term
- In the absence of the Associate Dean, International, present exchange material to target audiences on his/her behalf
- Plan and promote exchange events (general information sessions, You @ Waterloo Day); includes booking rooms and A-V equipment, ordering refreshments, recruiting student, faculty and staff volunteers
- Prepare information and participates in International Education Week (annually), process payments and reimbursements for events
4. Assist and advise STOUTS with exchange application process:
- Advise potential outbound students of suitability/eligibility for participation in exchange
- Work through the application form with students individually, direct students for approval signatures, registration and fees while away from Waterloo
- Classify completed applications and recommend approval or denial of straightforward cases and highlight issues for the Associate Dean, International
- Advise Exchange Program Coordinators on aspects of the processing and approval of applications for STOUTS
- Prepare data and establish the initial ranking for exchange scholarships; prepare memos and inform appropriate authorities after decisions are made Assist and advise STOUTS with exchange application process:
- Advise potential outbound students of suitability/eligibility for participation in exchange
- Work through the application form with students individually, direct students for approval signatures, registration and fees while away from Waterloo
- Classify completed applications and recommend approval or denial of straightforward cases and highlight issues for the Associate Dean, International
- Advise Exchange Program Coordinators on aspects of the processing and approval of applications for STOUTS
- Prepare data and establish the initial ranking for exchange scholarships; prepare memos and inform appropriate authorities after decisions are made
- Create and manage lists of STOUTS – this include personal information about each student; checking to see that the student is in good standing; country of destination; university to which exchange is planned; calendar terms and academic terms on exchange; details about application process such as date received in Waterloo International, approval dates of Exchange Program Coordinators, Cooperative Education and Career Action, home department, and Associate Dean, International; date completed dossier copied to pertinent campus offices; date application sent to partner school; date offer received from partner school; date transcript received from partner school; and date transcript copied to pertinent campus offices
- Determine which students should be enrolled in GENE 395/6/7 and maintain records of exchange registration
- Gather information regarding their experiences when students return from exchange
- Verify exchange files for correctness and completeness; request transcripts for returning students; copy and distribute transcripts to pertinent departments
5. Assist and advise STINS with exchange application process and course enrolment:
- First point of contact in Engineering for all aspects of UW Life including course enrolment, fees, general procedures, campus/student activities; respond to requests and concerns and redirect to other sources of information such as Housing Office, EngSoc, International Student Office, Student Success Office, Waterloo International, Finance, the Registrar’s Office and academic departments as required
- Advise and assist with scheduling changes (drop/add, online courses, project courses)
- Coordinate alternative arrangements for midterm or final exams, as required
- Communicate course enrolment procedures and orientation sessions via email and website (prior to STINS arrival on campus)
- Receive and process medical certificates, as required
- Prepare for and host the STINS welcome sessions in Fall and Winter terms (including updating and giving presentation to the group, advertising, room and photographer booking, invitations and refreshments)
- As files arrive from Waterloo International, review proposed course plan of each student and seek approval from departments/faculties outside of Engineering as required and advise students of any course discrepancies; otherwise has authority to approve/enroll students in most engineering courses
- Create and manage lists of STINS (includes personal information about each students; home country and university; calendar terms and academic terms on exchange; details about application process such as date received, approval date of Exchange program Coordinators; date completed dossier sent to Waterloo International for processing
- manage database of STINS independent projects (GENE 501/2/3), submit grades and grade revisions each term and provide UW supervisor names to the Engineering Undergraduate Officer (for purposes of reporting to the Dean of Engineering Office each term)
Position Requirements
Education:
Bachelor’s degree and/or equivalent education and experience.
Experience:
This position requires a board range of exceptional abilities, including cross-cultural understanding, professional and managerial competencies. Demonstrated ability to take initiative, creativity, and flexibility, along with sound judgment, tact, and problem-solving skills. Excellent interpersonal and communication skills are required, both oral and written, as the Engineering Exchange Coordinator interacts with a variety of internal and external contacts, both domestic and international. This position provides assistance to the Associate Dean, International, and in the absence of the Assistant to the Associate Dean, International, the incumbent ensures, where possible, that matters are dealt with in a processional and timely manner. The incumbent must have a broad knowledge of university policies and procedures related to the administration of student mobility programs and internationalization goals of the University.
Technical:
Must have strong computer skills, including database development and management, web site design and management, as well as knowledge of UW administrative systems and search engines. Intermediate level experience with Microsoft Office including Word, Excel, PowerPoint. Experience with sharepoint an asset.
Technical:
MS Word |
Excel |
PowerPoint |
Other |
word |
excel |
powerpoint |
other |
Nature and Scope
Interpersonal Skills:
The Engineering Exchange Coordinator works with several key areas in the Faculty of Engineering and campus wide on exchange processes and practices. Internal contacts include (but not limited to):
Internal:
Engineering Exchange Coordinators
Associate Deans, Associate Chairs, Administrative Coordinators
Engineering Society
Engineering Communications
Waterloo International Study Abroad Manager and Coordinators
Office of the Associate Vice President, International
Student Success/International Student Office
Co-operative Education and Career Action
Registrar’s Office
Graduate Studies Office
Student Awards and Financial Aid
Finance
External:
All current and potential Engineering Exchange partners worldwide
Embassies/Consular offices
Deans, Directors and their administrative staff
Level of Responsibility:
Specialized work with minimal supervision and provides guidance to others.
Decision-Making Authority:
This position has specialized work with limited supervision from the Associate Dean, International, in the Faulty of Engineering and acts in collaboration with Department Exchange Officers.
Provides functional direction to inbound and outbound exchange students with respect to applications, scheduling, approvals, etc.
Provides functional direction to inbound students with respect to scheduling of courses, managing time conflicts, etc.
Makes decisions about details of events (time, location, etc.) subject to overall plans and budget.
Physical and Sensory Demands:
Minimal demands typical of an administrative position within an office environment. Much of the time is spent in a comfortable office environment with opportunities to interact with co-workers when required. The work is varied but much of the time is spent interacting with students, giving direction and advice on the exchange application process and course selection, particularly at the beginning of each term.
Working Environment:
Occasional travel may be required. Regular working hours with occasional evening and weekend work required. No significant physical or psychological risks.