Department:	Co-operative Education & Career Action	Effective Date:	April, 2010
Grade:	USG 5 17.5 hr/wk	Reports to:	Career Services Supervisor

General Accountability

The incumbent is responsible for a variety of administrative activities such as budget transactions, maintaining accounts payables and receivables, verifying the accuracy of Career Services’ monthly financial statement and records, ordering new resources/materials selected by a Career Advisor and maintaining subscriptions. This is a 50% workload position, 2 ½ days per week.

Nature and Scope

Career Services (9 FTE) is one unit of the Department of Co-operative Education & Career Action (approximately 100 staff). 

 

Of the Career Action staff, 1.5 FTE staff, including the Assistant Career Advisor, report to the Career Services Supervisor. The other reporting staff member is the Career Service Assistant.

 

Career Services staff offer and promote career development programs for the entire student population (i.e., full-time and part-time undergraduate and graduate students in co-op and regular plans) and alumni.

Statistical Data

Co-operative Education & Career Action(CECA), on behalf of the University of Waterloo, administers the world’s largest post-secondary co-operative education program, with over 11,300 undergraduate and graduate students enrolled across three terms annually in more than 100 co-op areas of study. Approximately 100 staff with various integral roles, function as a liaison to forge partnerships among students, employers, and the faculties and departments at the University to facilitate employment possibilities. 42 of the 100 CECA staff are field co-ordinators who develop co-op jobs from their off-campus offices in various locations across Canada, including the Kitchener-Waterloo area. Each term, CECA arranges for nearly 3,500 organizations to conduct approximately 15,000 interviews of co-op students during specified interview periods on campus each term. Co-op students work mainly in Canada, although in any given year, around 800 have work terms in approximately 40 countries outside of Canada.

 

In addition to the 11,000+ co-op students enrolled in co-operative education, there is a remaining student population of 7000 full-time undergraduates, 3000+ part-time students and 2000+ graduate students, all of whom are potential customers for the educational programs and jobs developed by Career Services staff. Alumni also take advantage of services offered through Career Action; a number of which have been developed specifically to meet their needs.

Specific Accountabilities

Budget/financial transactions

• Calculate, prepare and issue documents to Financial Services relating to accounts, such as bills, invoices, accounts statements and other financial statements using computerized and manual systems Verify and reconcile all transactions such as accounts payable and receivables, purchase orders, cheques, and invoicesMaintain the petty cash fund and float for audit purposes Collect overdue resource fines, reconcile and deposit each term Collect registration fees and calculate income and expenses for PPD Day, Volunteer/Internship Fair; reconcile Visa, Mastercard, and debit transactions via web-based e-commerce journal to Financial Services on a weekly basis Calculate and deposit assessment income  Verify and reconcile year end financials
• Respond to inquiries from Bookstore, Financial Services, and other vendors (on and off campus) and maintain excellent customer relations while problem solving

 

Acquire new materials/maintain collection

• Order books and other materials as selected by Career Advisor
• Research and recommend resources to enhance collection          
• Maintain financial records (Excel) to track resource acquisitions and percentage budget spent                    
• Liaise with UW Bookstore representative regarding resource acquisitions  

 

Events/Fairs

• Coordinate and supervise Public Service Federal Post-Degree Campaign for graduating and graduate students held on campus.  This entails hiring of administrators and monitors, and ensuring that security checks have been cleared for all participating staff. 
• Assist Employment Co-ordinator with on-campus marketing of Career and Job Fair

 

Act as a resource person

• Provide backup for front desk one morning per week:

• Answer telephone and in-person queries from students/alumni/parents and employers re: graduating/alumni/summer/part-time employment process
• Sign out resources, exercising judgement as to collection of fines (ie. has authority to waive them), appropriate sign-out period, number of resources/client, etc.
• Develop and maintain a thorough knowledge of information contained in Career Action.
• Maintain awareness of university and community resources to enable referrals              

 

Promote Career Services

• Promote Career Services by conducting tours for students/alumni/staff as well as for occasional visitors from other institutions
• Provide resource orientation to new staff/volunteers     

Perform other duties as assigned

Working Conditions

Human Resources
General Services Complex
University of Waterloo
200 University Avenue West
Waterloo, Ontario, Canada N2L 3G1
519 888 4567 ext. 35935

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