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Administrative Coordinator

Date: February 1, 2016
Reports to (Job Title): Department Administrator
Jobs Reporting (Job Titles): None
Department: Applied Mathematics


Main Campus


35 hr/wk

Primary Purpose

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

Key Accountabilities:

1.  Provide undergraduate program support, including, but not limited to, the following activities:



2.  Course and exam scheduling, including, but not limited to, the following activities:



3.  Provide support for faculty research programs, including, but not limited to, the following activities:



4.  Provide support to course instructors, including, but not limited to, the following activities:



5.  Provide administrative support for department activities, including, but not limited to, the following:

Position Requirements


High School Diploma with some post secondary education and/or training in business communication


Several years of secretarial/administrative/customer service experience in an academic environment. Proven aptitude for attention to detail and the management of multiple demands. Demonstrated decision-making skills, including the ability to ask probing questions and anticipate customer needs.  Ability to exercise good judgment and discretion and work independently with minimal supervision within a fast-paced, deadline driven multi-tasking environment.  Proven high-quality customer service interactions with faculty, staff and students. Demonstrated ability to maintain strict confidentiality. Sound Knowledge of university policies and procedures, particularly in the realm of undergraduate and tri-agency requirements.


Intermediate computer skills and knowledge of software applications used in an office setting, including word processing, spreadsheets, web content management software, and Document Management Systems (EES). Knowledge of Infosilem, Centre-Suite, Concur, LaTeX or willingness to learn.


MS Word Excel PowerPoint Other
word excel powerpoint other

Nature and Scope

Interpersonal Skills:

Position requires communication with internal contacts to obtain, clarify and discuss information, and to receive instructions. Contact groups and individuals include, but are not limited to:

Position requires communication with external contacts to obtain, clarify and discuss information:

Level of Responsibility:

The job has defined specialized and routine tasks; the incumbent receives specific guidance.

Decision-Making Authority:

Some examples of decision-making include:

Physical and Sensory Demands:

Minimal demands typical of an administrative position within an office environment

Working Environment:

Travel None
Working Hours Regular working hours
Risks  – physical and psychological

Physical risks

  • No significant risks

Psychological risks

No significant risks