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

 

Overview

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.

 

Responsibilities

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

 

Qualifications

 

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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