| Date: |
January 1, 2014 |
| Reports to (Job Title): |
Administrative Officer, Civil and Environmental Engineering |
| Jobs Reporting (Job Titles): |
None |
| Location: |
E2 |
| Grade: |
USG 6
35 hr/wk
|
Primary Purpose
The Administrative Coordinator, Undergraduate Studies, Environmental and Geological Engineering, is accountable to the CEE Administrative Officer.
Under the academic direction of the CEE Undergraduate Associate Chair and the Chair of the Geological Engineering Board, the Administrative Coordinator serves as the Undergraduate Advisor for undergraduate students in Environmental and Geological Engineering and is responsible for the interpretation and advisement of University and Faculty academic policies and procedures as they relate to current students. The incumbent is responsible for academic counselling, and development and implementation of academic services for the Environmental and Geological Engineering undergraduate programs. The position requires a high degree of knowledge of academic progression rules and graduate requirements for the Environmental and Geological Engineering programs, as well as an understanding of the co-op system.
The Administrative Coordinator, Undergraduate Studies, co-ordinates and advises on all aspects of the administration of the undergraduate program in Environmental and Geological Engineering and is expected to be familiar with policies and procedures pertaining to the undergraduate program in order to act as a resource to the Undergraduate Associate Chair, faculty, staff and students. The incumbent ensures that pertinent information is transmitted to appropriate individuals or groups as required. An important role for this position is to provide continuity of undergraduate procedures and expert support for new Undergraduate Associate Chairs and for the departmental Examinations and Promotions Officer. Dealing with all undergraduate questions and problem-solving and are two of the main challenges of this position.
The incumbent liaises with the Registrar’s Office, the Scheduling Office, the Faculty of Engineering Undergraduate Office, Dean’s Office, Earth & Environmental Sciences Department, in addition to other academic and academic-support departments. She/he works closely with CEE faculty members, and the Administrative Coordinator, Undergraduate Studies, for the Civil Engineering Program.
In addition to the responsibilities associated with the Environmental and Geological Engineering programs, the Administrative Coordinator, has various Department-wide responsibilities: the Department’s website, recruitment publications and activities, and the Undergraduate Calendar.
Key Accountabilities:
1. Student Advising
- first point of contact for undergraduate students in the Environmental and Geological Engineering programsassist students with their 4th-year project presentations; WERC competitions (travel arrangements)
- responsible for academic counselling; provide knowledgeable and accurate academic advice to students pertaining to course selections and program decisions
- provide advice and practical assistance to students in crisis and/or connect students to the appropriate resource (e.g., Associate Chair, Counselling Services).
2. Administrative Support
- provide administrative and advisory support to the Undergraduate Associate Chair, the Chair of the Geological Engineering Board and the Examinations & Promotions Officer
- maintain confidential and accurate student files and files pertaining to undergraduate matters using the on-line registration program (QUEST)
- scheduling officer for all undergraduate courses in the EnvE & GeoE programs
- check student grade reports each term to ensure that promotion decision is correct; collect Intent to Graduate forms and verify information
- ensure that instructors are provided with the resources required for undergraduate teaching
- monitor, evaluate and communicate academic standings to ensure that each student has met all academic requirements (e.g., courses, work terms, WatPD courses, courses for options) to satisfy degree requirements
- responsible for approving eligibility for graduation for students within the EnvE & GeoE programs
- prepare paperwork for ‘course equivalent’ approval by the Associate Chair for students returning from Exchange Programs
- check weekly error reports to ensure students are properly registered and act as liaison between the student and the Registrar’s Office when problems are detected
- consult with the Undergraduate Associate Chair regarding advance admissions to confirm exemptions from required courses and contact newly admitted students regarding further term course planning to accommodate exemptions, work-term reports, admissions, WatPD courses and co-op program details
- maintain the Student Blocks Online (SBO) database, update and arrange course information accordingly for internal transfers, students who are on exchange, students who have changed the sequence of their programs and/or those who are in customized course blocks due to returning from international exchanges, students repeating a failed term and students who are advanced admits
- approve all matters relating to class enrolment and drop/adds, WatPD, supplemental exams, Plan Modifications & Letter of Permission
- responsible for the collection of EnvE and GeoE work reports and grade submissions (collected, recorded and submitted); responsible for the on-line submission of final grades
- along with the Administrative Coordinator, Undergraduate Programs, Civil, provide administrative support to the Work Report Coordinator
- maintain the CEE sections of the Undergraduate Calendar (e.g., academic program, course descriptions, faculty listing) for all three programs and prepare the CEE submission to FUGS
- arrange and proctor deferred examinations and special sittings for supplemental exams
- responsible for disseminating undergraduate scholarship and award information to the students and liaising with the Student Awards Office
- liaise with class representatives to keep students informed of undergraduate matters including the preparation and distribution of Class Professor schedules
- serve as backup to the Administrative Coordinator, Undergraduate Studies, Civil Engineering
- collect and prepare materials required for the CEAB accreditation process
- perform other duties, as assigned.
3. Communication
- serve as the Department webmaster; maintain and update the CEE website, including faculty and staff pages, undergraduate [for all three programs] and graduate program details, job postings, events pages, honours and awards
- Departmental rep for all undergraduate communications, recruitment & marketing
- responsible for various recruitment publications, including undergraduate brochures and promotional materials for all three programs
- communicate regularly with EnvE and GeoE students on a variety of topics of general interest (e.g., scholarships, new courses, class and exam schedules, seminars, campus activities) via several mediums (e.g., CEE website, group email, class announcements, bulletin boards)
- organize, co-ordinate and participate in various undergraduate recruitment activities/events (e.g., Frosh welcome, Explorations, Fall Open House, Ontario Universities Fair and Campus Day activities)
- organize social functions and Design Project presentations (e.g., DHL and Work Report Awards reception)
- respond to a wide range of enquiries from prospective and current UW students.
Position Requirements
Education:
High school graduate or equivalent with at least five years of administrative experience in an academic environment. An undergraduate degree preferred.
Experience:
Strong knowledge of University of Waterloo policies and procedures, particularly those that relate to undergraduate students (e.g., Policies 19, 70, 71, 72). Excellence interpersonal, communication (written and oral) and organizational skills. Ability to work independently and as part of a team; self-motivated. This position requires a high degree of knowledge of academic progression rules and graduation requirements as well as an understanding of the co-op program.
Technical:
Quest, WINQ, MS Suite of products (e.g., WORD, Excel), Frontpage, Adobe Acrobat, Sharepoint
Technical:
| MS Word |
Excel |
PowerPoint |
Other |
| word |
excel |
powerpoint |
other |
Nature and Scope
Interpersonal Skills:
Internally, makes contact with
- Earth Sciences Undergraduate Office
- Registrar’s Office
- Scheduling Office
- Faculty of Engineering Undergraduate Office
- Dean of Engineering Office
- Counselling Services
- AccessAbility Services
- Co-operative Education & Career Services
- Student Success Office
- WatPD
- Student Awards
- UW Catering
Level of Responsibility:
The job has specialized work with minimal supervision.
Decision-Making Authority:
Within the parameters of the position.
Physical and Sensory Demands:
Minimal demands typical of an administrative position within an office environment. Much of the time is spent sitting in a comfortable position responding to undergraduate and faculty issues with frequent opportunity to move about. The job is varied and includes responding to telephone inquiries, written documents, email inquiries and copying materials. The office situation is relaxed, however, at times stressful at the beginning and end of terms or when deadlines occur.
Working Environment:
Travel: None
Working Hours:
Regular working hours, some evening/weekend work required
Risks – physical and psychological:
Physical risks
Psychological risks
Minimal exposure to disagreeable conditions
