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Undergraduate Program Assistant

Date: July 26, 2016
Reports to (Job Title): Undergraduate Advisor and Program Administrator
Jobs Reporting (Job Titles): None
Department: Kinesiology


Main Campus


35 hr/wk

Primary Purpose

  In cooperation with the Undergraduate Advisor and Program Administrator, the Undergraduate Program Assistant will provide front line contact and communication to Kinesiology undergraduate students and provide critical undergraduate program support. Working in conjunction with the Undergraduate Advisor and Program Administrator, the incumbent will provide service to Kinesiology Undergraduate students to enhance their overall experience in Kinesiology at the University of Waterloo.  The UG Program Assistant facilitates the smooth and efficient operation of the Kinesiology undergraduate program, in a manner consistent with the department’s goals and objectives. The UG Program Assistant will meet directly with students and communicate via a variety of electronic means to facilitate dissemination of academic advice,  policies and procedures, curriculum/specializations, graduation requirements and other information to help students reach their academic and career goals. Students seek assistance during peak times for course selection, registration, graduation requirements and as necessary during the academic year. Confidentiality is maintained for all undergraduate student records in the regular, co-op and exchange programs in a department of approximately 1100 undergraduate students.  

Key Accountabilities:


UG Program Support:


  • Provide support as required by the Undergraduate Advisor and Program Administrator to facilitate the delivery of the Kinesiology UG program
  • Member of the Faculty of AHS Undergraduate planning committee to assist with initiatives focused on outreach, engagement and retention of students.
  • Assist in compiling a wide range of UG program information and statistical information for senior department administrators and relevant committees
  • Provide assistance to the Undergraduate Advisor and Program Administrator for the preparation of reports to Faculty Undergraduate Studies of all program/plan/course additions/deletions and changes, including rationales responsible for the structure and content of the departmental UG student database
  • Other duties as assigned by the Undergraduate Advisor and Program Assistant, Associate Chair Undergraduate Studies or the Administrative Officer as required to support the activities of the Undergraduate program or the Kinesiology Department.
  • Assisting in the implementation of the Kinesiology Living-Learning Community (LLC) residence program and ensuring all students involved have a positive experience
  • Liaising with AHSUM, LLC and other student support groups to ensure the smooth transition of students entering university for their first time .

Academic Services

  • Participate in the organization and implementation of academic services for all Kinesiology Undergraduates students
  • Meet with all first year students individually or in small groups to facilitate their orientation to KIN at UW
  •  Provide “first contact” guidance for UG students seeking assistance followed by appropriate direction for additional assistance as needed.
  • In conjunction with the Undergraduate Advisor and Program Administrator, provide instruction and assistance to students regarding their individual course and program/plan selections during the academic cycle (such as course selection, plan modification, scheduling conflicts), undergraduate policies and exam regulations.
  • Participate in the administration and planning process of minors and specializations within the Undergraduate program
  • Facilitate all final exams scheduling in the Department of Kinesiology. Provides co-ordination between the Registrar’s Office and departments to pre-set time slots for large enrolment courses.  Facilitate the assignment of exam proctors.
  • Coordination of NSERC Undergraduate Summer Research Award program including the application and ranking process
  • Assist with the supervision of coop students employed to enhance Undergraduate programming and outreach activities
  • Assist in responding to a wide range of enquiries from  current UW students, alumni, and campus colleagues
  • Assist in the scheduling planning process which includes advisement on class capacity, lab capacity, pre-enrollment procedures, timetable revisions, implementation, etc.
  • Maintain UG files
  • Develop and maintain course completion checklists for UG students. Working in conjunction with the Undergraduate Advisor and Program Administrator, conduct degree checklists and review of all students nearing graduation.


Communication, Engagement and Student Life

  • Plan and deliver information sessions for undergraduate students (Orientation, 1st – 4th year meetings) to disseminate undergraduate information on course updates, minors and specializations, graduation requirements, and scholarships.
  • Liaise with AHSUM, LLC and other student support groups to ensure the smooth transition of students entering university for their first time
  • Participate in undergraduate recruitment activities and represent the Department of Kinesiology at Undergraduate events such as Campus Day, Student Life 101, Ontario Universities’ Fair, You@Waterloo Day and Grad Class Send-off.
  • Participate in special event planning and delivery to enhance the curriculum and academic and professional goals of the student body
  • Take leadership in Kin Lab Days programming including program development and delivery, staffing, administration, and event details.
  • Facilitate regular communication with the UG student body to ensure students are informed of the goals and objectives of the Kinesiology Undergraduate program and other information important for our students via the Kin UG website, group email messages, class announcements and other forms of communication.
  • Facilitate communication between the College of Kinesiologists and our Undergraduate students.
  • Develop and maintain Social Media for the Kinesiology UG student body and facilitate linkages with other key groups such as AHSUM, AHS Recruitment, Student Services, Cooperative Education and Career Action, Alumni Services, and other stakeholders on/off campus as appropriate.
  • Manage an on-learning site (D2L) for general information pertaining to course work and program administration.
  • Participate in the preparation, editing and distribution of 1st Year Kinesiology Undergraduate Handbook.
  • Responsible for reviewing content of Kinesiology undergraduate student website and communicating required changes to the Kinesiology webmaster


Position Requirements


Bachelor’s degree, preferably in Kinesiology, Life Science or related field would be an asset


Extensive administrative experience preferably in an academic environment, with good understanding of undergraduate policies and procedures.  Proven experience in leadership and mentorship roles are an asset. The candidate will possess excellent verbal and written communication skills, including excellent understanding of social media communication strategies.  The incumbent should possess strong organizational, interpersonal, analytical, and problem-solving skills.  He/she must maintain a high level of professionalism and knowledge to handle the volume and complexities of inquiries, along with the ability to prioritize, handle multiple assignments and deadlines. Attention to detail and accuracy and the ability to process and manage confidential information with discretion are also required.


The incumbent must possess excellent computer skills including proficiency with the word-processing, spreadsheet software and database management. Experience with OnBase, LEARN, Quest and Content Management System would be an asset


MS Word Excel PowerPoint Other
Intermediate to advanced Intermediate to advanced Intermediate Social Media, Sharepoint, OnBase, Quest, Infosilem

Nature and Scope

Interpersonal Skills:

This position required excellent interpersonal skills to present as a friendly, professional advocate for the Department of Kinesiology and its programs and activities.  Excellent listening and verbal communication skills will be required to foster good working relationships with a variety of clients including students, staff and faculty.  This position will be part of the Kinesiology Department staff team and thus will be required to operate within a team environment, providing support to others as necessary.  Excellent organizational skills will be required to prioritize multiple duties and requests and to facilitate record keeping.

Level of Responsibility:

The incumbent will possess proven ability and understanding of undergraduate operations and activities.  This position will be expected to operate within established policies and procedures and to demonstrate sound judgement and consultative skills to maintain a collaborative environment. 

Decision-Making Authority:

This position is expected to use judgement and to make decisions based on existing policies and procedures.  Extraordinary issues are referred to the Undergraduate Advisor and Program administrator with recommendations for solution or action.

Physical and Sensory Demands:

This role requires minor physical exertion associated with office and computer work.  Minimal psychological risk is possible resulting from exposure to some disagreeable situation/conversations or the requirement to enforce policy.  Some clients may be demanding

Working Environment:

This role is primarily office based with regular working hours and the occasional requirement to attend a meeting/function outside of office hours (evenings and weekends).  Work priorities may change regularly as the volume of work varies with frequent phone and e-mail interruptions and multiple demands from multiple clients.