Administrative Coordinator and Advisor, Undergraduate Studies

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

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The Administrative Coordinator and Advisor, Undergraduate Studies, organizes and administers academic services for the French Studies undergraduate program and provides advice and support to undergraduate students, including enhancing student success. The position provides bilingual (French and English) administrative support to the Associate Chair, UG Studies, and general support to faculty and sessional instructors in the Department.


Advises Undergraduate students in French Studies - majors, minors and enrollees from all uWaterloo Faculties in consultation with the Associate Chair UG Studies as appropriate:

Advises students about course and program/plan/specialization selection, exam regulations, academic deadlines and other issues in accordance with University policy
Approves student permissions, including course overrides and plan modifications
Advises students with unusual or complex questions, or with questions about academic content as appropriate
Assists with Academic Progression reports and Recommendations to Graduate
Assists with petitions, student grades and academic appeals
Refers students to on campus resources as appropriate
Manages co-op work term submissions, grading, monitoring and awards
Consults with advisors in other academic units regarding students of mutual interest
Monitors enrolment reserves, enrolment capacity and student course override requests for French courses, develops reserves for specific courses as needed

Serves as department timetable representative for the French Studies UG and Graduate program:

Collects and summarizes department teaching constraints for the Chairs approval
Submits timetable for UG and Grad courses each term in consultation with the Chair
Determines reserve and selection needs
Resolves scheduling conflicts affecting enrolment
Identifies potential course conflicts within French Studies and with other departments
Reviews final undergraduate course schedule for accuracy and meeting department needs
Coordinates final exam scheduling with Registrars’ Office each term

Serves as department calendar representative for the French Studies UG program in consultation with the Associate Chair, UG Studies:

Communicates and consults with other academic units to solicit feedback about proposed changes
Compiles course and plan changes for submission to the Undergraduate Calendar
Prepares submissions for UG Affairs Group
Reviews all course and plan content in the UG calendar prior to publication

Assists with French Studies undergraduate student engagement:
Maintains active communication with students using a wide range of communication modalities
Prepares texts and maintains undergraduate program pages on the French Studies website
Participates or leads in planning various student focused departmental events
Provides advice and support to members of the Cercle Français (the French Club) as needed
Serves as liaison to the department’s alumni; organizes alumni events in co-operation with Arts Advancement
Provides Department Chair with nominations and final selections for departmental awards
Oversees the planning and execution of department events which may include Convocation receptions, student awards ceremonies, Campus Day/Open House, and others

Provides administrative support to the Third Year Away Program Coordinators and academic
support to undergraduate students participating in the program:

Advises students on matter such as course selection, transfer credits, and exchange program
Assists with the organization of the exchange program
Assists with the logistical details of the trip

Provides general administrative support including the following:

Identifies problems in the UG program administration and recommends improvements to the
Chair and Associate Chair as appropriate
Answers faculty questions regarding UG and department policies and procedures;
Collaborates with department administrators to provide orientation for new sessional instructors
Prepares data and statistical reports as required for the Chair and Associate Chair, drawing on
departmental, Faculty, and institutional data
Manages periodic internal and external undergraduate program reviews in co-operation with the
Associate Chair, Undergraduate Studies and Department Chair
Maintains grades and final exams for sessional instructors at the end of their contract
Responds to requests from the Examinations and Academic Standings Committee for course
grades (from current and previous instructors) for student appeals
Maintains department records of current students and graduates, including confidential
Manages Incomplete grade agreement process
Manages TA and faculty evaluations for French Studies courses
Manages the posting of UG course syllabi on the French Studies website, making sure they meet
Accessibility requirements
Prepares the agenda for French UG Committee meetings with the Associate Chair UG Studies
minutes these meetings
Serves as liaison between the department and UW Bookstore/textbook sales representatives
Manages undergraduate workspace, Salle Pierre Dubé, and student resources
Undergraduate degree or equivalent combination of education and experience
Administrative experience in an academic environment, including knowledge of undergraduate
policies and procedures. Well-developed organizational, analytical, interpersonal, customer
service, and communication skills (oral and written). Aptitude for attention to detail and accuracy
are essential
Leadership experience in event coordination and volunteer management is an asset
Independent judgment in time management, task prioritization and decision-making
Proven ability to manage a large volume of work, conflicting priorities and deadlines
Exceptional verbal and written communication skills in French and English
Excellent computer skills including MS Office (Word, Excel)