Description:
The Undergraduate Administrative Coordinator supports the coordination of the Undergraduate programs and activities for their assigned departments. The position provides support for undergraduate programs in a manner consistent with the departments goals and objectives, including the development of improved work practices. The scope of the position encompasses timetabling data entry, support for processing academic misconduct, department awards and general course support for the department (including course outlines, exams, course evaluations and grades). The position provides insight and recommendations for the Scheduling Specialist and Team Lead as related to the departments and programs they support. The position will serve a key communication and record keeping role for program operations.
The position requires the ability to use discretion, as well as maintain professionalism, tact and diplomacy in dealing with sensitive and confidential materials. The incumbent must have the ability to work under pressure with multiple and simultaneous deadlines, shifting priorities and a high volume of work. The incumbent must be able to prioritize multiple tasks, manage time, meet deadlines, and produce detailed and accurate work with frequent interruptions The incumbent requires a high degree of knowledge of department specific policies and processes (e.g., course support) and all administrative operations related to these processes, and as such contributes to the development, implementation, and maintenance of processes relating to academic policies and procedures.
Position Description
Summary of Key Responsibilities (job functions include but are not limited to):
- Coordinates course outline approval process, ensuring that templates are comprehensive and reflect updated university, Faculty and department policies and procedures
- Works to support the Scheduling Specialist with timetabling, specifically data entry
- Provides recommendations to Scheduling Specialist on space allocation for courses as related to timetabling
- Supports Independent Study offering for individual students, as required
- Foster and maintain cooperative and trusting relationships with stakeholders (both internal and external) in order to provide seamless and efficient support
- Works as team to manage a high-volume email account and respond quickly and accurately to faculty inquiries
- Manages document retention supporting course offerings, including course outlines, gradebooks and change of grade requests
- Supports exams, course evaluations and grade submissions and changes
- Provide recommendations to gain efficiency in administrative processes; acknowledge and respond to requests and general inquiries
- Adhere to all university policy and regulatory requirements, including FOIP legislation
- Prepares academic misconduct case files for the Associate Dean while exercising a high level of discretion and accuracy
- Ensures accurate tracking, statistics and documentation retention for academic misconduct cases
- Supports distribution of decision letters and follow up on student sanctions and compliance
Qualifications / Requirements:
- A post-secondary credential (degree, certificate, diploma) is required or equivalent experience
- Minimum 2 years administrative experience required
- Experience working in a large, dynamic team with proven personal effectiveness and productivity is an asset
- Excellent interpersonal and communications skills required
- Strong time-management abilities with the ability to prioritize tasks
- Proven organizational skills, multitasking and high attention to detail required
- Ability to think critically and creatively under pressure while exercising good judgement and discretion required
- Results oriented, flexible, resourceful, and innovative
- Ability to work independently to meet tight timelines, maintain confidentiality and deal effectively with overlapping and changing deadlines is required
- Intermediate computer skills including MS Office Suite (including Word, Outlook, PowerPoint, and Excel) required
- Previous experience with PeopleSoft, SharePoint, PowerBI and Qualtrics an asset
- Knowledge of university policies and procedures associated with the portfolio supported is preferred
- Ability to build relationships to accomplish goals with diverse groups within and outside of the Faculty of Science is essential
- Maintain composure and professionalism in high-pressure situations