Administrative Coordinator, Undergraduate Studies

Location: Southwestern Ontario

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Job

Requisition  Type:

Full time Employee Group:

Staff Job Category:

Administrative Support

Employment Type:

Permanent Department:

Faculty of Mathematics
- Combinatorics and Optimization
- Administration Hiring Range:$51,306.48 - $64,133.10

Posting Information:

This posting is for an existing vacancy.

The internal posting deadline for this position is August 7, 2026, at 11:59PM.

Job Description:

Primary Purpose This position is responsible for providing administrative and secretarial support for the department undergraduate and research programs.

Key Accountabilities Provide undergraduate program support, including, but not limited to, the following activities:

Provide administrative support to the Associate Chair for Undergraduate Studies Interpret the academic policies related to the undergraduate program

Maintain up-to-date teaching evaluation records

Ensure undergraduate program information is up-to-date on the CO website and in the university calendar

Schedule undergraduate and graduate courses

Coordinate and implement the Undergraduate Research Assistantship and Undergraduate Research Internship Summer programs

Organize Annual Undergraduate Book Prize Award Course and exam scheduling, including, but not limited to, the following activities:

Acts as Scheduling Officer, scheduling undergraduate and graduate courses

Monitor course limits and student enrolment

Maintain internal teaching database and teaching timetable

Coordinate exam preparation and submission

Coordinate course evaluation questionnaires

Provide support for faculty research programs, including, but not limited to, the following activities:

Prepare travel claims and expenditure reimbursement requests for faculty, post doc fellows and graduate students in compliance with University Policy and Tri-Agency Granting requirements.

Organize department seminars and research colloquia, scheduling and booking rooms, prepare seminar notices using Mailman lists, book and set up of audio-visual equipment and order refreshments when required

Provide support to course instructors, including, but not limited to, the following activities:

Prepare course documents, including exams, and coordinate printing and distribution of course material

Coordinate exam preparation and submission

Download class rosters and submit final grades as required

Assist instructors with electronic grade submission process

Book classrooms for course-related activities (e.g. midterms, review sessions) as required

Order textbooks and desk copies

Maintain course syllabus collection by term Provide administrative support for department activities, including, but not limited to, the following:

Field inquiries from faculty, staff and students, resolve issues and provide information in accordance with University Policy and Procedure Monitor and order supplies for department, using department purchasing card (PCard) and reconcile monthly PCard Expenses Room Booking Coordinator Web Site Manager; co-ordinate maintenance of the department website and provide site manager specific tasks and functionality in Waterloo Content Management System (WCMS) including site-wide content (banners, footers, etc.),

managing user access and site permissions, and managing workflow.

Coordinate payroll information and process concur claims

Perform general office duties: mail, fax and copier, organize mailbox arrangements

Maintain Department Library

Required Qualifications Education College  Diploma in business communication or equivalent combination of experience and education

Experience3-5 years of administrative experience in an academic environment

Proven high-quality customer service interactions with faculty, staff and students.

Proficiency with word processing and spreadsheet…