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Administrative Co-ordinator, Arts Undergraduate Office

Date: December 5, 2016
Reports to (Job Title): Associate Dean of Arts - Undergraduate Programs
Jobs Reporting (Job Titles):

Curriculum Assistant

Student Services Assistant

Student Services Assistant

Department: Arts Undergraduate Office


Main Campus


35 hr/wk

Primary Purpose

The Administrative Co-ordinator, Arts Undergraduate Studies is the Faculty of Arts’ primary resource for undergraduate officers and members of the Faculty on matters related to undergraduate curriculum policy and practice. S/he oversees all administrative functions within the AUO, is the personal assistant to the Associate Dean Programs, supervises the support staff, and is responsible for all operating financial matters. The Administrative Co-ordinator is accountable to the Associate Dean of Arts – Undergraduate Programs

Key Accountabilities:

1.  Curricular Change Management: The incumbent manages/leads all administrative processes related to curricular change approval and tracking/maintenance within the Faculty of Arts. The incumbent is involved with the faculty undergraduate committees that approve curriculum changes, and acts as liaison between the Arts Undergraduate Office and the Registrar’s Office on many undergraduate-related matters.


2.  Academic Undergraduate Calendar: The incumbent records, manages, edits, and implements all revisions to the academic calendar on behalf of the Faculty of Arts.


3.  Academic Regulations, Policies and Processes in Arts: The incumbent proposes, receives, manages, and implements all changes to regulations and policies in the Faculty of Arts related to the undergraduate curriculum, and undergraduate student advising.


4.  Financial Management and Oversight: The incumbent manages internal financial controls within the Arts Undergraduate Office, ensuring effective use of human and physical resources through planning, directing, and coordinating budgetary allocations and disbursements.


5.  Administrative and Human Resources Leadership: The incumbent oversees all administrative functions within the office, and is the delegate for most hiring and staff records activities. S/he interprets policies, procedures, and health and safety standards, ensuring compliance; oversees the payroll processes for temporary, casual, and co-op employees; and ensures adherence to UWaterloo employment standards and policies.

Position Requirements


University degree; equivalent combination of education and experience will be considered.


- Financial and administrative experience, with knowledge of University policies and procedures
- Demonstrated communication (oral and written), diplomacy, interpersonal skills
- Demonstrated ability to make decisions independently
- Excellent problem-solving, analytical, and project management skills
- Proven attention to detail, editing, and proofreading skills
- Proven ability to handle inquiries from various audiences with clarity and tact
- Superior organizational, time-management skills
- Proven ability to handle multiple priorities in a busy and varied environment
- Strong managerial experience and leadership skills dealing with diverse teams and situations
- Knowledge of UW academic programs and curriculum processes; Arts program knowledge preferred
- Minute-taking and formal committee administration experience an asset
- Knowledge of Policy 70 preferred


MS Word Excel PowerPoint Other
Advanced Advanced Advanced FORE, Concur; Quest: proficient; SharePoint: proficient; web editing (ACMW/WCMS/Drupal); Outlook: Intermediate

Nature and Scope

Interpersonal Skills:

Internally, to obtain action, reach agreement, and negotiate with Arts Undergraduate Office members, Undergraduate Officers in the Faculty of Arts, Registrar’s Office, including Records and Systems, Calendar Representatives in the Faculty of Arts, Office of the Dean of Arts, Human Resources Office, of the Associate Dean of Arts – Coop, Administration and Planning, Finance, Secretariat and General Counsel, Arts Computing Office; externally, to obtain, clarify and discuss information with undergraduate students, family members of undergraduate students, external employment candidates .

Level of Responsibility:

Manages office functions, including financial and administrative services, for the Arts Undergraduate Office, and has direct reports. Manages a faculty-wide function (curricular administration and change) that is highly specialized.

Decision-Making Authority:

Works with a high degree of independence and exercises judgment and discretion in the performance of duties subject to a broad set of directions and guidelines from the Associate Dean of Arts – Undergraduate Programs. Makes decisions regarding implementation and dissemination of information about Faculty policies and procedures.

Physical and Sensory Demands:

Demands are typical of an administrative position that functions within office and meeting environments. Exposure to a fast-paced service oriented environment.

Working Environment:

Exposure to conditions typical of office work and meetings. Minimal exposure to disagreeable conditions typical of a supervisory position and one where it is necessary to convey negative or unwelcome information to students. There may occasionally be multiple and/or tight deadlines beyond one’s control. Deprivation caused by constant interruptions. Work volume varies at different times of year.