Administrative Coordinator & Advisor, Undergraduate Studies Simon Fraser University Department Sociology & Legal Studies Canada

Administrative Coordinator & Advisor, Undergraduate Studies

Requisition ID 2019-4055  Job Category  Administration  Department 1900 - Sociology & Legal Studies  Job Status Regular Full-Time  Hiring Range $45,561 - $56,951



The Administrative Coordinator and Advisor, Undergraduate (UG) Studies organizes and administers academic services for the Sociology & Legal Studies undergraduate programs, and provides advice and support to undergraduate students, including enhancing student success. The position provides administrative support to the Associate Chairs, UG Studies, and general support to faculty and sessional instructors to the Department.



Undergraduate Student Advisement


Advises Undergraduate students in Sociology & Legal Studies – majors, minors and enrollees from all University of Waterloo Faculties in consultation with the Associate Chair, UG Studies in accordance with university policies and procedures


Advices students about course and program selection, strategies for completion of requirements, enrolment issues, exam regulations, academic deadlines and other issues


Assesses and approves student permission forms, including course overrides, plan modifications, co-op sequence changes; Letters of Permission, cross registration and international exchange opportunities


Identifies and refers complex or unusual student issues or concerns to the UG Associate Chairs; assists with investigation and problem-solving as required


Assists with Academic Progression and Recommendation to Graduate reports, petitions, academic appeals, transfer credit assessments and student grades


Acts as the first point of contact and provides advice to students in personal and academic crisis within UW ethics and crisis management guidelines and refers students to on-campus resources as appropriate


Consults with advisors in other academic units regarding students of mutual interest


Manages co-op work term submissions, grading, monitoring and awards


Monitors enrolment reserves, enrolment capacity, and student course override requests for Sociology and Legal Studies courses; develops reserves for specific courses as needed to facilitate student progression


Department timetable representative for the Sociology and Legal Studies Undergraduate programs including all cross-listed courses


Assists the Administrative Assistant in developing the departmental timetable for undergraduate courses each term in consultation with the Chair


Collaborates with Legal Studies partner academic units to facilitate course scheduling, determine course reserves and section needs


Collects and summarizes department teaching requests for the Chair’s approval


Identifies potential course conflicts within the Sociology and Legal Studies department and with other Legal Studies partner academic units and Faculties as required


Reviews final undergraduate course schedule for accuracy, ensuring it meets department needs


Co-ordinates final exam scheduling with the Registrar’s Office


Department calendar representative for the Sociology and Legal Studies Undergraduate program in consultation with the Associate Chairs, UG Studies and Legal Studies Committee


Communicates and consults with other academic units to solicit feedback about proposed changes


Compiles course and plan changes for inclusion in the Undergraduate Calendar


Prepares submissions for the UG Affairs Group


Reviews all Sociology and Legal Studies content in the UG Calendar prior to publication


Identifies areas requiring future revisions


Undergraduate Student engagement


Maintains active communication with and for students and others using a range of communication modalities


Maintains the department website with direction from the UG Chairs and department Chair


Plans and participates in various student-focused departmental events


Provides advice and support to members of the Sociology and Legal Studies student societies as needed


Represents the department at various Faculty of Arts student events, including Ontario University Fair, Fall Open House, March Break Open House


General Administrative support to the Department including but not limited to the following


Contributes to the smooth functioning of the undergraduate program; identifies problems and recommends improvements to the Chair and Associate Chair as appropriate


Prepares data and statistical reports as required for the Chair, Associate Chair and Administrative Assistant as needed


Maintains Department records of current students and graduates, including confidential correspondence, adhering to UW policies


Serves as a resource to faculty and sessional instructors regarding UG policies and procedures


Distributes course evaluations for the Department each term


Maintains database of course outlines


Prepares the agenda for UG Committee meetings with the Associate Chairs UG Studies; prepares minutes of these meetings; follows up as required with the Department and UGAG


Assists the Associate Chair UG Studies with nominations and final selection for departmental awards


Order and maintains department supplies




Undergraduate degree or equivalent education and/or experience


Administrative experience with advising or counselling students in an academic environment, including sound working knowledge of UW policies and procedures as they relate to undergraduate students is required


Experience with Undergraduate scheduling practices are preferred


Well-developed organizational, analytical, customer service and communication skills (oral and written). Aptitude for attention to detail and accuracy are essential


Proven capacity to multi task and handle a high volume of work


Strong interpersonal skills with the ability to interact in a positive and supportive manner


Other technical skills; MS Office, Infosilem, Quests, Outlook, WCMS, Sharepoint, Minute taking

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