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Undergraduate Administrator and Events/Outreach Coordinator

Date: August, 2014
Reports to (Job Title): Undergraduate Administrative Coordinator
Jobs Reporting (Job Titles): None
Location: Main Campus


35 hr/wk

Primary Purpose

The Undergraduate Administrator and Events/Outreach Coordinator helps to ensure the smooth operation of the undergraduate programs in Systems Design Engineering and Biomedical Engineering, and the success of the our department events and outreach initiatives by overseeing, guiding, mentoring and providing sufficient consultation through emails, phone calls, and personal interactions with students, faculty, staff, and other academic departments. This position reports to the Undergraduate Administrative Coordinator.

Key Accountabilities:

As a member of the support staff in SYDE and BME, the incumbent is expected to perform the duties of the position within established policies and procedures pertaining to undergraduate studies and according to an established calendar of events, under minimal supervision, but will receive instructions and guidance from the Undergraduate Administrative Coordinator.

Position Requirements


High School Diploma


Several years office experience in an academic setting. Excellent computer skills using the PC Windows environment for e-mail, word-processing, and spreadsheets (Outlook, Word, and Excel).  Experience with Quest, Exchange Calendar, Outlook, and Sharepoint are desirable.  Also aptitude for detailed work.  Able to work independently as well as part of a team in a busy and varied environment. Strong organizational, interpersonal and communication (oral and written) skills and the ability to interact with a variety of clients (students, staff, faculty, and parents). 


MS Word Excel PowerPoint Other


Intermedite Intermedite other

Nature and Scope

Interpersonal Skills:

A supportive “people person”, the UG Administrator and Events/Outreach Coordinator uses their abilities to assist other staff and faculty members when required helping plan events and support office staff with various tasks.  The Administrator/Coordinator brings a customer service focus to this role. The Administrator/Coordinator is a problem solver and a team player.

Level of Responsibility:


Responsibilities to the Undergraduate Administrative Coordinator


Responsibilities to the Department Faculty Members



Responsibilities to the Undergraduate Students

Decision-Making Authority:

Physical and Sensory Demands:

This position requires the ability to prioritize when conflicting demands arise from students, faculty, Registrar’s Office, Department Chairs, and staff.  Being able to handle a busy working atmosphere with regular interruptions while keeping attention to detail on the job at hand is crucial.

Working Environment:

Minimal exposure to disagreeable conditions typical of an administrative position exposed to stress and pressure associated with these responsibilities.



Statistical Data


Systems Design Engineering is one of six departments in the Faculty of Engineering.  We currently have 27 faculty members, 10 staff members and approximately 110 graduate students.  We admit approximately 95 undergraduate students each Fall term for a total of approximately 430 undergraduate students on an ongoing basis.  With the new Biomedical Engineering program being added in September 2014, our faculty, staff and undergraduate student numbers will continue to grow over the next several years.