Administrative Coordinator - Jobs in Waterloo, ON

Job Description

Overview:The incumbent in this role is responsible for the day-to-day operation of the School of Planning administration, with particular support to course administration for each academic term. This role provides dedicated support to the Academic Services Manager.Responsibilities:Office Administration and Client Service including but not limited to

• Providing a welcoming environment for all forms of front desk interactions – in person, digital, and phone
• First point of contact for the School of Planning, with the ability to provide clear and accurate information, direct inquiries, handle complex situations while maintaining high standards of professionalism, confidentiality and discretion. This requires knowledge of the School, its programs, personnel, activities and events as well as a general knowledge of UW services
• Ordering and maintaining an appropriate inventory of supplies, is responsible for mail distribution, courier shipments. Manages the School’s Arkadin conference account (PIN numbers, instructions etc.)
• Assisting personnel with the operation and troubleshooting of equipment under the School of Planning’s purview
• Maintaining, updating and distribution of the School’s Directory each term
• Responsible for centralized departmental purchases made via the P-Card
• Reconciliation and maintains records for Watcard purchases

Academic Program Support including but not limited to

• Providing essential course administration service to the unit by supporting faculty and sessional instructors including managing course materials such as course outlines, physical drop boxes and occasional audio-visual requests, printing and photocopying of materials as well as coordination of the ordering of texts and desk copies, arrange parking for guest speakers; update School Calendar and trouble shoot conflicts related to the above
• Maintaining a repository of all course outlines current and historical for both graduate and undergraduate courses and ensures compliance according to the Associate Vice-President Academic and the School’s standard
• Coordination of field trip logistics in conjunction with supervisor, including transportation, creation of field trip and emergency information forms as required, monitors data and collection of fees where applicable and, monitors receipt of emergency information submission
• Administration of r Course Evaluation process for all graduate and undergraduate courses
• Supporting the UG Advisor with the Undergraduate TA application process each term, communicates mandatory training with successful candidates and arranges for printer codes and administers evaluation process where required

Facilities Coordination including but not limited to

• Space booking and maintenance administration of rooms booking for School’s conference room and Faculty of Environment conference rooms located on the 3rd floor. Arranges for non-standard bookings for Registrar space for course needs and/or event requests
• Assistance with maintaining order of administrative space
• Supporting students/faculty/sessionals using School space with a range of services including coordinating conference technology, fobs, and appropriate connections (internet, phone and media set-up etc.)
• Conduct monthly safety inspections and appropriate follow up actions for space managed by the School
• Update central directory board each academic year or as required to keep current
• Responsible for timely rotation of student display in administrative area Administrative

Special Project Support including but not limited to

• Scheduling all School meetings and prepare meeting package for distribution (agenda, minutes, reports etc.), take accurate minutes, ensure a historical record is maintained and a database of all actions, standing motions and orders are documented appropriately
• Assisting the Academic Services Manager with the dissemination of information and items of interest to School stakeholders, faculty, staff, students and community partners, via, the School website, Waterloo LEARN and bulletin boards
• Supporting the Academic Services Manager with logistics for documentation required for Academic Program Reviews, Accreditation reports, site visits and UARC process
• Managing document storage, retention and confidential disposal as per university guidelines, in particular sessional instructor course material, including assignments, tests and exams, TA evaluations; serves as a resource for SOP inquiries, Steward of disposition records
• Supporting and provide assistance with School events, as directed by the Academic Services Manager, with particular attention to the annual dinner in Toronto hosted by UWPAT, Induction and Graduation luncheon
• Moderates School of Planning Resources LEARN site, with relevant information for faculty, staff and students within the School
• Assist with updating the School’s website, in particular the current events and news sections, on a regular basis
• Assist with other duties as assigned by the Academic Services Manager

Qualifications:

• Completion of a Secondary School Diploma, Community College Diploma or equivalent combination of education and experience
• 2-3 years administrative support experience, preferably in an academic environment
• Demonstrated problem solving and customer service experience essential
• Experience with minute taking, an asset
• Experience with booking meetings in MS Team (and other on-line communication platforms) and use of the Waterloo Content Management System (WCMS) are considered assets
• Competencies will include: well developed organizational, analytical, interpersonal, customer service, and communication skills (oral and written), sound judgement
• Aptitude for attention to detail and accuracy are essential
• Proven capacity to triage multiple inquiries, while maintaining a professional and pleasant work environment. Ability to work independently and effectively in a team environment
• Well-developed interpersonal skills are a must, including the ability to work with a wide variety of stakeholders
• Strong planning, time-management skills, ability to multi-task and prioritize work, at times with conflicting priorities, demonstrated capacity to handle high request volume
• Intermediate skills in Microsoft Office suite (Word, Excel, PowerPoint, Teams, Outlook)
• Other technical skills: experience with, Quest, WCMS and LEARN and SharePoint preferred
• First aid certification required

Equity Statement:The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. The University of Waterloo is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.Quick Apply

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