Academic Services Coordinator

Overview

This Academic Services Coordinator role will specifically support the new Biomedical Engineering Graduate Program.

The Academic Services Coordinator provides a broad spectrum of responsibilities including client service, academic integrity, scheduling, support for core functions (e.g., recruitment and admissions, internal and external events), special projects, data management, and general administrative duties. The position acts as a liaison with units in the Faculty of Engineering and central university services as it relates to key accountabilities. Reporting to the Administrative Officer, the Academic Services Coordinator provides exceptional client support for academic programs within the Department of Systems Design Engineering.

Responsibilities

Client Service

• Builds and maintains effective working relationships with stakeholders in the department, Faculty, and across campus.
• Provides exceptional client service to all constituents within the Department of Systems Design Engineering (students, faculty, and staff), including acting as a liaison with the Faculty of Engineering, central services, and external partners.
• Duties may include academic advising, academic integrity, scheduling and calendar management, admissions and recruitment, event planning and execution, data management, and general administrative support. The incumbent is expected to shift seamlessly between tasks to address priority areas.
• Develops strong advising relationships that are student-centered and specific to individual needs while aligning with the mission of the department.
• Assists stakeholders with identifying and accessing tools and resources necessary to meet goals and objectives.
• Applies change management expertise with new stakeholders and audiences.
• Cultivates relationships built on trust with individuals in one-on-one and online environments, focusing on the values and needs of the client group while encouraging self-efficacy, resilience, and career potential.
• Facilitates group learning opportunities through workshops, presentations, events, and resources to meet client needs.
• Supports the development and implementation of best practices for student-centered services.

Specific Accountabilities

• The Academic Services Coordinator is expected to support several key accountabilities including but not limited to:
• Student Experience Administration – Provides a welcoming experience by delivering exceptional service in a student-centered environment. The incumbent is expected to work within established standards and best practices. The Academic Services Coordinator contributes to the development of resources to support the student experience through direct interaction with students visiting the office and virtual advising.
• Program Administration - Provides administrative support to the Associate Chairs and Chair in all matters relating to the undergraduate and graduate programs, including background research and support for the academic decision-making process.
• Student Wellness - Assists students in exploring services, resources, and programs to improve skills, build student resiliency, and increase academic success. Monitors students repeating courses and those who are out-of-sync with their cohort.
• Academic Integrity Management – Promotes and facilitates an environment that focuses on academic integrity. Advises students and faculty on academic integrity matters and academic misconduct.
• Communications – Works with multiple stakeholders within the Department of Systems Design Engineering, Faculty of Engineering, and central units to develop communications related to recruitment, admissions, and academic integrity.
• Support for Special Projects – Provides expert support on special projects and strategic initiatives as directed by the Administrative Officer, Associate Chairs, and Chair.
• Support for Core Functions – Operates as part of a larger team contributing to various core functions in the Department of Systems Design Engineering.
• Data Collection and Management – Supports senior leadership on data needs including data collection, management, and warehousing.

General Administrative Support

• Supports the activities of the Associate Chairs and program directors.
• Serves as a resource for the application of policies, procedures, guidelines, and best practices.
• Contributes to the enhancement of student-centered service models.
• Contributes to the development of various reports, presentations, and communications.
• Supports time-sensitive key accountabilities of other administrative roles as required.

Qualifications

• University degree: equivalent combination of education and experience will be considered.
• Familiarity with engineering discipline and relevant academic policies is an asset.
• Minimum of 3 years of demonstrated extensive administrative experience.
• Experience pertaining to undergraduate and graduate programs is an asset.
• Ability to work collaboratively with all team members to deliver excellent results with accuracy and integrity.
• A continuous improvement mindset and exceptional client service focus are critical for success.
• Proven ability to work independently and problem-solve to make sound decisions.
• Strong ability to shift gears frequently due to multiple demands and interruptions.
• Exceptional communication (written and verbal) and organizational skills.
• Focused, detail-oriented, results-driven, and able to work under pressure.
• Competency in exhibiting compassion, particularly with clients under stress.
• Intermediate knowledge of Microsoft Office, Outlook, MS Teams, Quest, SharePoint, OATS, and CIS with the willingness to learn new systems.
• Proven experience to work efficiently in a fast-paced academic setting is required.
• Demonstrated ability to exercise empathy, tact, and discretion when handling confidential information.
• Experience planning and managing workshops, seminars, and events.
• Demonstrated experience in conflict management and negotiation skills.
• Strong understanding of the needs of Engineering students including priority populations.

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building.

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism, and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized.

Positions are open to qualified candidates who are legally entitled to work in Canada.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources.