Administrative Coordinator, Undergraduate Studies

About the role

At the University of Waterloo, we create and promote a culture where everyone can reach their full potential. As an employee, you get support & opportunities that empower you to advance your career. Explore how we can bring big ideas to life, together. The University is a welcoming workplace for those of all abilities, interests, and expertise. As part of our workforce, you can do what you do best, every day. Learn more about our recruitment process. Job Requisition ID: 2026-00849 Time Type: Full time Employee Group: Staff Job Category: Academic Administration Employment Type: Permanent Department: Faculty of Mathematics - Applied Mathematics - Administration Hiring Range: $51,306.48 - $64,133.10 Posting Information: This posting is for an existing vacancy. The internal posting deadline for this position is June 25, 2026 at 11:59PM Job Description: Primary Purpose This position is responsible for providing administrative and secretarial support for the department undergraduate and research programs. Key Accountabilities Provide undergraduate program support, including, but not limited to, the following activities: - Provide administrative and secretarial support to the Associate Chair for Undergraduate Studies - Serves as secretary to the Undergraduate Committee, scheduling meetings, circulating agendas, taking minutes, and following through on any required actions - Coordinator of all on-line undergraduate course override forms - Interprets the academic policies related to the undergraduate program - Maintain up-to-date teaching evaluation records - Ensure undergraduate program information is up to date on the AM website and in the university calendar - Coordinate and implement the Undergraduate Student Research Assistantship (USRA) and Undergraduate Research Assistantship (URA)programs - Processes all undergraduate hires using Workday (Work Placement, Co-op, URA and USRA) - Organize Annual USRA Conference - Order textbooks and desk copies - Book classrooms for course-related activities (e.g. midterms, review sessions) as required Course and exam scheduling, including, but not limited to, the following activities: - Acts as Scheduling Officer scheduling undergraduate and graduate courses - Reviews program requirements and proposed course scheduling to proactively identify conflicts and resolve problems. - Monitor course limits and student enrolment - Maintain internal teaching database and teaching timetable - Coordinate exam preparation and submission - Coordinate course evaluation questionnaires Provide support for faculty research programs, including, but not limited to, the following activities: - Prepare travel claims and expenditure reimbursement requests for faculty, post-doctoral fellows, visitors in compliance with University Policy and Tri-Agency Granting requirements - Process all casual hires using Workday - Organize Applied Mathematics department seminars and research colloquia, scheduling and booking rooms, prepare advertisements using Mailman lists, booking and setting up of audio-visual equipment and ordering refreshments when required - Manage Audio-Visual equipment sign-out - Monitor all Technical Labs ensuring Safety Procedures are posted and implemented Provide support to course instructors, including, but not limited to, the following activities: - Prepare course documents, including exams, and coordinate printing and distribution of course material - Develop and maintain course web pages as required - Coordinate exam preparation and submission - Download class rosters and submit final grades as required - Assist instructors with electronic grade submission process - Book classrooms for course-related activities (e.g. midterms, review sessions) as required - Order textbooks and desk copies - Maintain course syllabus collection by term for both undergraduate and graduate courses Provide administrative support for department activities, including, but not limited to, the following: - Web Site Manager; co-ordinate maintenance of the department website and provide site manager specific tasks and functionality in Waterloo Content Management System (WCMS) including site-wide content (banners, footers, etc.), managing user access and site permissions, and managing workflow. - Prepares immigration documents for all visitors in consultation with the University Immigration Specialist for all foreign academic visitors. - Arrange accommodations, travel arrangements for all long- and short-term visitors. - Issues key permits to all Faculty, Staff, PDFs, Graduate Students, URA, USRA and visitors. - Event coordinator (Convocation, Grad, USRA and Department socials) - Arrange computer accounts, maintain key inventory for all faculty, staff, visitors, graduate students, post-doctoral fellows and USRAs. - Purchase online software licenses for graduate students and USRAs - Create and maintain department photo directory board. - Department PCard holder. Reconcile monthly PCard expenses. - Assist the D

Your Match

How well this role fits your profile.

Company Intel

What employees say

Worked at uwaterloo? Share your experience