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Administrative Coordinator

Date: July 1, 2016
Reports to (Job Title): Department Administrator
Jobs Reporting (Job Titles): None
Department: Pure Mathematics


Main Campus


17.5 hrs/wk

Primary Purpose

The incumbent provides a range of administrative services to facilitate the effective daily operation of the Department of Pure Mathematics and its activities.

Key Accountabilities:



  • Prepare travel claims and expenditure reimbursement requests for faculty, postdoctoral fellows, graduate students and visitors in compliance with University Policy and Tri-Agency granting requirements
  • Ensure availability of supporting documents and approval for expenditure from the relevant faculty member
  • Remain current on knowledge of all policy requirements; attend regular training sessions
  • Coach faculty, postdoctoral fellows and graduate students in the use of the online expense reimbursement system
  • Reconcile monthly P-card charges in accordance with University policy and resolve discrepancies
  • Upload receipts to P-card site


Graduate program support

  • Review admission procedures and make recommendations for improvements to the Associate Chair – Graduate Studies
  • Maintain knowledge of current rules and regulations of the University Graduate Office and the Faculty which pertain to graduate admissions
  • Process applications to graduate studies and communicate with applicants as needed
  • Determine when to refer applications to the Graduate Studies Office (GSO) for amendments to the application such as a change of program or academic evaluation of degree equivalency
  • Record admission decisions and prepare the recommendation form with the appropriate financial support, and submit for approval
  • Provide assistance to prospective graduate students with regards to deadlines, scholarship information and application materials
  • Calculate admission averages and input the information into the appropriate software application; oversee the electronic circulation of applications to the faculty
  • Respond electronically, by voice and in person to inquiries about graduate studies
  • Provide assistance with administrative tasks pertaining to scholarship applications and nominations
  • Prepare fee payment arrangement letters each term
  • Assist with the planning and presentation of various events to graduate students such as orientation, graduate recruiting in cooperation with the Graduate Coordinator, and social events throughout the year.


Research support

  • Organize meetings, workshops, seminars and colloquia, including bookings, preparing advertisements, audio-visual equipment, and ordering refreshments
  • Prepare Common CVs (CCV) and update regularly
  • Provide travel and accommodation arrangements for faculty, research groups, visitors, and graduate students
  • Process general correspondence, mail, courier packages
  • Initiate and monitor computing service requests
  • Maintain database of NSERC HQP permission forms
  • Maintain department library
  • Maintain journal exchange program.


Administrative support

  • Provide training and service for departmental printing and audio-visual equipment as required
  • Provide assistance with administrative support for special department events and off-site research-related conferences
  • Perform maintenance of photoboards and mailman lists
  • Update content of department web pages
  • Monitor departmental printer and photocopier; order, distribute and install paper and toner
  • Maintain departmental mailboxes; distribute incoming mail; arrange courier deliveries
  • Update procedure documentation as required
  • Order office and supplies
  • Provide back-up for other staff members as required
  • Field general inquiries from faculty, staff and students; troubleshoot and problem-solve as required
  • Perform other duties as assigned from time to time by the Department Administrator.


Course instructor support

  • Post course material to online course accounts
  • Prepare course documents, and coordinate printing and distribution of course material

Position Requirements


Secondary school diploma, with some post-secondary education or commitment to receive post-secondary training. Education or training related to communication and communication strategies an asset.


Extensive administrative experience in an academic environment. Excellent organizational, analytical, interpersonal, customer service, and communication skills (oral and written) required. Proven ability to exercise independent judgment in areas of time management, task prioritization and decision-making. Aptitude for attention to detail and accuracy are essential.  Working knowledge of the key business processes related to expense claims, cash handling, purchasing. 

Proficient computing skills using word processing, spreadsheets, web content management software, database applications and electronic mail. Able to review and reconcile basic financial reports Knowledge and training  on travel and expense reimbursement policies..  Basic experience with LaTeX or willingness to learn.


MS Word Excel PowerPoint Other
word excel powerpoint other

Nature and Scope

Interpersonal Skills:

Position requires communication with internal contacts to obtain, clarify and discuss information, and to receive instructions. Contact groups and individuals include, but are not limited to:

Position requires communication with primary external contacts to obtain, clarify and discuss information:

Level of Responsibility:

Decision-Making Authority:

Authority to make decisions on departmental administrative matters under the general guidance of the Department Administrator and Associate Chair – Graduate, and within University, Faculty and Department procedures and practices. Examples include:

Physical and Sensory Demands:

Minimal demands typical of an administrative position within an office environment

Working Environment:



Working Hours

Regular working hours.

Risks – physical and psychological

Physical risks

  • No significant risks

Psychological risks

No significant risks