Undergraduate Studies Administrative Coordinator Simon Fraser University School of Computer Science Canada

Undergraduate Studies Administrative Coordinator

Requisition ID 2019-3959  Job Category  Administration  Department 2950 - School of Computer Science  Job Status Regular Full-Time  Hiring Range $45,561 - $56,951




The Undergraduate Studies Administrative Coordinator (USAC) coordinates HR activities for hiring students, administers research assistant and award programs, manages undergraduate events, assists with undergraduate operations, and provides administrative support to the Undergraduate Studies Directors, Undergraduate Studies Manager, and the Instructional Support Group according to the on-going term-by-term schedule of activities.




Human Resources Administration


Provide administrative support to hiring and management of students for temporary positions with Undergraduate Studies in the School:


Liaise with WaterlooWorks for co-op hiring such as policies, procedures, and CECA site visits


Work with co-op students’ supervisors and ensure activities done in time for CECA deadlines such as job descriptions update and post, interviews and result submissions


Complete and maintain hiring documents in a database system, and process paperwork for hiring


Organize training programs such as preparing orientation packages, scheduling training sessions, inviting guest speakers, and participating in training student employees


Arrange computer equipment, email accounts, and course account access for student employees, and monitoring office space used by them


Handle students’ payroll inquiries and issues


Liaise with the Administrative Officer to ensure employment documents adhere to human resources policies and procedures, refer atypical issues


Undergraduate Research and Award Programs


Manage communications, payments and processes of the undergraduate research programs and awards for the School:


Maintain a repository of undergraduate research programs and awards (such as URA, PRA, NSERC) within the School


Communicate availability and procedures of research programs and awards through emails, websites


Manage applications for the research programs and awards


Respond to inquiries and provide advice to applicants


Ensure student payments are processed such as via Workday processes


Undergraduate Operations


Assign Teaching Assistants (TA) for CS undergraduate courses termly, which includes collaborating with the CS Grad Office for allocating TA resources, dealing with instructors’ requests and students’ preferences, and mediating conflicting demands


Coordinate exam organization, which includes midterm exam timetable and room bookings for the School, and assistance for the AccessAbility Service (AAS) exam arrangements and processing


Maintain CS course content related archives and information repositories such as course notes from non-ISG-supported courses and YouTube videos for advertising upper-year courses; communicate with instructors for updates


Performs all course-related room booking requests for the school


Maintain a task manual and information pertaining to the incumbent’s job


Event Management


Organize events related to Undergraduate Students such as the orientation of first year students, upper year information night, and co-op orientations and on-going training sessions term by term


Take the lead role in the organization of these events: budgeting, organizing volunteers, guest speakers, technology, venue requirements, and dissemination of information to the participants, day of event logistics and troubleshooting


Coordinate the School’s participation in Faculty and university-wide events such as communicating with Math Faculty event organizer for the new students orientation event


Communicate information with the CS communication coordinator for promoting the events


Training and supervising event volunteers


May assist with recruitment activities when time permits


General Administrative Support for


Director and Associate Director of Undergraduate Studies


Undergraduate Studies Manager


Instructional Support Coordinators and Assistants


Sessional instructors

This may include booking rooms, maintaining expenditure records, preparing course handouts and records management of documents pertaining to undergraduate courses including secure document disposal according to University policies




University degree or equivalent education and/or experience


1-3 years of administrative support experience in an academic environment


Experience applying University policies and procedures, especially those related to undergraduate studies and cooperative education


Experience onboarding new employees


Experience managing events


Demonstrated use of sound judgement and problem solving skills to build positive relationships with individuals of varying levels of education and skill


Experience with software applications required for the job such as web content management, database, financial and HR systems


Well-developed organizational, interpersonal and analytical skills and communication skills (written and oral) are required


Proven ability to deal with confidential issues and interact tactfully with others


Proven ability to maintain a high level of accuracy and attention to detail, and to handle confidential information with discretion


Demonstrated ability to work independently and in a team atmosphere in a busy and varied environment with deadlines and changing priorities


Technical skills for learning and adapting new software applications when technology evolves


Regular working hours; typically, evening work would only be for events

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