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Administrative Co-ordinator and Advisor, Undergraduate Studies

Date: February 2016
Reports to (Job Title): Administrative Assistant
Jobs Reporting (Job Titles): None
Department: French Studies


Main Campus


35 hr/wk

Primary Purpose

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.

Key Accountabilities:

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


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


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


4.  Assists with French Studies undergraduate student engagement:


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


6.  Provides general administrative support including the following:

Position Requirements


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. Proven capacity to handle high volume and multi-tasking. Applicant must be fluent in French and English.

Leadership experience in event coordination and volunteer management is an asset.


MS Word Excel PowerPoint Other
Intermediate Intermediate Intermediate Infosilem, Quest, Outlook, WCMS, SharePoint, Minute taking

Nature and Scope

Interpersonal Skills:

This position requires communication with a wide range of internal contacts to obtain, clarify and discuss information, and, when dealing with students, to present and discuss information and problems, leading to resolution. The position requires sensitivity to the needs of a wide client base, including faculty, co-op students, mature students, students learning online, exchange and other international students, and students registered with Accessibility Services.

Level of Responsibility:

The position has specialized work with minimal supervision, provides guidance to others and works closely with the Associate Chairs UG Studies, the Administrative Assistant, and the Department Chair.

Decision-Making Authority:

This position has decision-making authority; complex and non-routine issues involve consultation with the Associate Chair, Undergraduate Studies. The position requires active problem solving.

Physical and Sensory Demands:

Typical of an administrative position in an office environment; peak times can include numerous student requests, multiple priorities and frequent interruptions.

Working Environment:

Travel: none
Working hours: regular with infrequent evening and weekends
Risks, physical and psychological: Involves minimal physical or psychological risk resulting from a diverse environment with deadlines, multiple priorities and frequent interruptions.