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

 

Overview

 

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.

 

Responsibilities

 

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

 

Qualifications

 

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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