| Date: |
August, 2016 |
| Reports to (Job Title): |
Administrative Assistant |
| Jobs Reporting (Job Titles): |
None |
| Department: |
Pure Mathematics |
Location: |
Main Campus |
Grade: |
USG 5
35 hr/wk
|
Primary Purpose
The Administrative Coordinator – Undergraduate & Research provides administrative and secretarial support for the departmental undergraduate and research programs.
Key Accountabilities:
1. Undergraduate program support
- Advise students on routine matters relating to the undergraduate program; redirect more complex issues to Associate Chair - Undergraduate
- Ensure undergraduate program information is up-to-date in the university calendar and on the Pure Mathematics website
- Provide administrative and secretarial support to the Associate Chair – Undergraduate
- At the discretion of the Associate Chair – Undergraduate, serve as secretary to the Undergraduate Committee, scheduling meetings, circulating agendas, taking minutes and following through on any required actions.
2. Scheduling and course support
- Serve as the Pure Mathematics Department timetable representative; coordinate the scheduling of undergraduate and graduate courses
- Maintain database of instructor and course constraints
- Trouble-shoot timetabling issues including, but not limited to, revised instructor requirements and classroom inadequacies
- Liaise with other Math Faculty timetable representatives to coordinate timetabling requirements and review best practices
- Attend Scheduling Office training sessions to remain up-to-date on latest timetabling procedural changes
- Monitor course limits and student enrolment
- Maintain a teaching database and internal teaching timetable
- Coordinate exam preparation and submission
- Download class rosters and submit final grades as required
- Prepare sessional instructor appointment forms
- Facilitate hiring of undergraduate student markers, including arranging payment of successful candidates
- Order textbooks and desk copies
- Coordinate course evaluation questionnaires and maintain up-to-date teaching evaluation records
3. Visitor/post-doctoral fellow support
- Liaise with Immigration Specialist to obtain accurate immigration information for short- and long-term visitors, and post-doctoral fellows; compose letter of invitation for short-term visitors based on immigration information obtained
- Prepare appointment form for long-term visitors and post-doctoral fellows based on immigration information obtained
- Arrange for accommodations/ground transportation for short-term visitors as required
- Arrange for office space and computer account for short-term visitors
- Prepare travel claims for short-term visitors in compliance with University policy and Tri-Agency granting requirements
- Provide orientation of department upon arrival in Waterloo
4. Undergraduate student research assistantship (USRA) support
- Coordinate and implement the NSERC and Pure Math USRA programs including arranging payment of successful candidates
- Submit applications to the University Research Internship program for USRA funding
- Coordinate the Hong Kong Summer USRA program, including producing immigration-friendly appointment letters
- Arrange payment for Work Study and International Work Study students
5. Administrative support
- Assist in planning and delivery of department events and conferences
- Field general inquiries from faculty, staff and students; troubleshoot and problem-solve as required
- Provide back-up support for other departmental staff
- Other duties as assigned from time to time by the Department Administrator
Position Requirements
Education:
High School Diploma
Education or training related to communication and communication strategies an asset.
Experience:
Several years of administrative/customer service experience in an academic environment. Proven aptitude for attention to detail and the management of multiple demands. Demonstrated decision-making skills, including the ability to ask probing questions and anticipate customer needs. Ability to exercise good judgment and discretion and work independently with minimal supervision within a fast-paced, deadline-driven, multi-tasking environment. Proven high-quality customer service interactions with faculty, staff and students. Demonstrated ability to maintain strict confidentiality. Sound knowledge of university policies and procedures, particularly in the real of undergraduate and Tri-Agency requirements.
Technical:
Intermediate computer skills and knowledge of software applications used in an office setting, including word processing, spreadsheets, and databases. Basic experience with web content management software and LaTeX or willingness to learn.
Technical:
| 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 external contacts to obtain, clarify and discuss information:
- Short- and long-term visitors and postdoctoral fellows
- Airways Transit
- Local hotels
- NSERC
Level of Responsibility:
The job has specialized work with minimal supervision and provides guidance to others.
Decision-Making Authority:
Some examples of decision-making include:
- Decide on task priorities given multiple deadlines and demands.
- Drawing from knowledge of undergraduate program, advise students on routine program matters.
Physical and Sensory Demands:
Minimal demands typical of an administrative position within an office environment
Working Environment:
| Travel |
None |
| Working Hours |
Regular working hours |
| Risks – physical and psychological |
Physical risks
Psychological risks
No significant risks |
