Administrative Coordinator

University of Waterloo - Waterloo, ON (30+ days ago)

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Term: 1 year and 2 weeks

The incumbent in this role is responsible for the day-to-day operation of the School of Planning administrative area and general reception. This role provides dedicated support to the Academic Services Manager.

Office Administration and Client Service including but not limited to:

Provide a welcoming environment for all forms of front desk interactions – in person, digital, and phone
Is the 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
Orders and maintains an appropriate inventory of supplies, is responsible for mail distribution, courier shipments; monitors and coordinates telephone usage. Manages the School’s Arkadin conference account (PIN numbers, instructions etc)
Assists personnel with the operation and troubleshooting of equipment under the School of Planning’s purview
Maintains, updates and distributes the School’s Directory each term
Responsible for centralized departmental purchases made via the P-card
Reconciles and maintains records for Watcard purchases

Academic Program Support including but not limited to:
Provides 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
Maintain a repository of all course outlines current and historical for both graduate and undergraduate courses and ensures compliance according the Associate Vice-President Academic and the School’s standards
Coordinate 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
Administer Course Evaluation process for all graduate and undergraduate courses
In collaboration with the Academic Services Manager and designated Faculty member assists with International program exchanges such as the Oxford Exchange, including but not limited to record keeping, travel and accommodation logistics
Provides Graduate program assistance with room bookings, committee member invitations, parking and back up phone when necessary for master’s defences and PhD comp exams
Manages the co-op work report submissions on the Waterloo LEARN site by: tracking submissions, providing authorization for the work report evaluator to access to reports, brief the evaluator with expectations for grading in conjunction with the UG Officer, upload final grades
Manages UG TA application process each term
Coordinates midterm and final exams for the School, submit details to the Examinations Assistant in the Registrar’s Office

Facilities Coordination including but not limited to:
Space booking and maintenance: administers rooms booking for SOP 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
Assists with maintaining order of administrative space
Support students/faculty/sessionals using SOP space with a range of services including coordinating conference technology, fobs, and appropriate connections (internet, phone and media set-up etc.)
Conduct 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 and Special Project Support including but not limited to:

Schedule 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
Assist 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
Support the Academic Services Manager with logistics for documentation required for Academic Program Reviews, Accreditation reports, site visits and UARC process
Manages 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
Support and provide assistance with School events, in particular the annual dinner in Toronto hosted by UWPAT
Moderates School of Planning Resources LEARN site, with relevant information for faculty, staff and students within the School
Assist with other duties as assigned

Completion of a Secondary School Diploma, Community College Diploma or equivalent combination of education and experience
Administrative support experience, preferably in an academic environment
Problem solving and customer service experience essential
Competencies will include: well developed organizational, analytical, interpersonal, customer service, and communication skills (oral and written), sound judgement
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
Strong planning, time-management skills, with a proven capacity to handle high request volume and multi-tasking
Intermediate level of MS Word, Excel
Basic level of PowerPoint
Other technical skills: experience with, Quest, Outlook, WCMS and LEARN preferred, minute taking, and experience using Sharepoint an asset
Occasional evening/weekend work required