Administrative Coordinator

Requirements

• Several years of administrative/customer service experience in an academic environment preferred.
• Proven aptitude for attention to detail and the management of multiple demands.
• Ability

Benefits

Additional Information

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: 2026-00816 Time Type: Full time Employee Group: Staff Job Category: Administrative Support Employment Type: Temporary Department: Faculty of Mathematics - Pure Mathematics - Administration Hiring Range: $51,306.48 - $64,133.10 Posting Information: This posting is for an existing vacancy. This position is being offered as a temporary contract. Term: 1 year Job Description: Primary Purpose This position is responsible for providing administrative support for the department, the undergraduate, and research programs. Key Accountabilities Provide support to course instructors, including, but not limited to, the following activities: - Develop and maintain course web pages as required - Trouble-shoot timetabling issues including instructor requirements and classroom inadequacies - Book rooms for course-related activities (e.g. midterms, review sessions) as required Coordinate course and exam scheduling, including, but not limited to, the following activities: - Schedule undergraduate and graduate courses - Monitor course limits and student enrolment - Maintain a teaching database and internal teaching timetable - Coordinate exam preparation and submission - Coordinate course evaluation questionnaires Provide support to researchers, including, but not limited to, the following activities: - Coordinate the scheduling, room booking and advertising of departmental seminars and colloquia - Organize department seminars, undergraduate awards tea and research colloquia, scheduling and booking rooms, prepare seminar notices using Mailman lists, book and set up of audio-visual equipment and order refreshments when required - Prepare letters and arrange accommodations/ground transportation for short-term visitors and provide them with the code for the 6th floor visitor space - Maintain database of NSERC HQP permission forms - Prepare travel claims and expenditure reimbursement requests for faculty, postdoctoral fellows, graduate students and visitors in compliance with university policy and Tri-Agency granting requirements Provide undergraduate program support, including, but not limited to, the following activities: - Provide administrative support to the Associate Chair for Undergraduate Studies and Undergraduate Committee - Interpret the academic policies related to the undergraduate program - Maintain up-to-date teaching evaluation records - Ensure undergraduate program information is up-to-date PM website and, in the university, calendar - Advise students on routine matters; redirect complex issues to Associate Chair - Coordinate and implement the NSERC USRA and Math Research MURA programs including arranging payment of successful candidates. - Coordinate the Mitacs Globalink, and IVGS applications and appointment letters when required Provide administrative support, including, but not limited to, the following activities: - Triage, prioritize and respond to general inquiries from faculty, staff and students (in-person, email); troubleshoot and problem solve as required - Room booking coordinator - Monitor and order supplies for department using department purchasing card (PCard) and reconcile monthly expenses - 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 sitewide content (banners, footers, etc.), managing user access and site permissions, and managing workflow - Maintain departmental protoboards directories - Assist in planning and delivery of department events and conferences - Perform general office duties: mail, printer and copier, and organize mailbox arrangements - Other duties as assigned from time to time by the administrative manager *All employees of the University are expected to follow University and departmental health and safety policy, procedures and work practices at all times. Employees are also responsible for the completion of all health and safety training, as assigned. Employees with staff supervision and/or management responsibilities will ensure that assigned staff abide by the above, and actively identify, assess and correct health and safety hazards, as required. Required Qualifications Education - Undergraduate degree or equivalent combination of education and experience will be considered.

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