Administrative Coordinator, Undergraduate Studies

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2026-01529

Time 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.

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

Experience

• 3-5 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 software, web development tools, Quest, Infosilem DCU scheduling system and LEARN.
• Sound Knowledge of university policies and procedures, particularly in the realm of undergraduate and tri-agency requirements.
• Knowledge of financial and payroll policies and procedures

Knowledge/Skills/Abilities

• Client Service; ability to respond to customer needs in a timely, professional, and courteous manner to resolve issues; ability to effectively communicate service standards to client satisfaction; demonstrates a high level of empathy, resourcefulness, and willingness to help others.
• Teamwork and Relationship Building; ability to proactively find collaborative solutions to problems that avoid conflict; excellent human relation skills including the ability to develop and maintain constructive relationships with individuals in academic posts.
• Communication; demonstrated ability to handle confidential and sensitive information with discretion; proven business-appropriate oral and written communications skills with the ability to use a wide range of mediums to communicate information (e.g., notice, memo, meetings, electronic mail).
• Managing Change; ability to be flexible and adapt to change; ability to champion change efforts and use technological solutions to improve processes and communication.
• Problem Solving; excellent organizational skills, analytical, and problem-solving abilities; proven ability to manage multiple priorities with a high level of initiative, flexibility, accuracy and detail; demonstrative decision-making skills, including the ability to ask probing questions to determine
• Planning and Organization; proven aptitude for attention to detail and the management of multiple demands; ability to exercise good judgment when priorities are challenged; uses sound methods to plan, track, and report work

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is coordinated within the Office of Indigenous Relations.

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+.

Positions are open to qualified candidates who are legally entitled to work in Canada.

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 View email address on canada.jobradars.com or View phone number on canada.jobradars.com.