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Administrative Coordinator - Undergraduate & Research

Date: August, 2016
Reports to (Job Title): Administrative Assistant
Jobs Reporting (Job Titles): None
Department: Pure Mathematics


Main Campus


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



2.  Scheduling and course support



3.  Visitor/post-doctoral fellow support



4.  Undergraduate student research assistantship (USRA) support



5.  Administrative support

Position Requirements


High School Diploma

Education or training related to communication and communication strategies an asset.


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.


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.


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:

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:

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

  • No significant risks

Psychological risks

No significant risks