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

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