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Administrative Coordinator and Advisor, Undergraduate Studies

Date: December, 2014
Reports to (Job Title): Administrative Assistant
Jobs Reporting (Job Titles): None
Location: Main Campus


35 hr/wk



Drama & Speech Communications

Primary Purpose

The Administrative Coordinator and Advisor, Undergraduate Studies, advises undergraduate students in Drama, Speech Communication, and Digital Arts Communication. In partnership with the other members of the department’s administration, s/he is responsible for effective administration of the department’s undergraduate programs and for enhancing student success through appropriate advisement and support.

Key Accountabilities:

1. Advises undergraduate students in Drama, Speech Communication and Digital Arts Communication (DAC) both majors and enrollees from other Faculties, in consultation with the Associate Chair UG Studies as appropriate:


2. Coordinates service teaching for other Arts units or UW Faculties, including the following:



3.  Serves as the department timetable representative for the  UG programs:



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


5.  Assists with the department’s undergraduate student engagement:


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 of requests and to multi-task.

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


MS Word Excel PowerPoint Other
Intermediate Intermediate powerpoint Infosilem, Minute Taking, Outlook, Quest, SharePoint, WCMS, experience and interest in a variety of social media.

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

Risks, physical and psychological: Involves minimal physical or psychological risk resulting from a diverse environment with deadlines, multiple priorities and frequent interruptions.