Academic Services Coordinator

University of Waterloo

10d ago

Job
Full-time
Mid Level
People, HR & Administration
Education & Teaching
Waterloo

AI generated summary

You need a degree or equivalent experience, 3+ years in administration, strong communication skills, problem-solving ability, and empathy for diverse Engineering student needs.
You will support students and faculty, manage academic advising, maintain data, organize events, ensure academic integrity, and foster relationships to enhance the student experience.

Requirements

- University degree; equivalent combination of education and experience will be considered
- Familiarity with engineering discipline and relevant academic policies 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 in a student-centred environment
- A continuous improvement mindset and exceptional client service focus are critical for success
- Proven ability to work independently, and to problem solve to make sound decisions within the scope of the role
- Strong ability to shift gears frequently due to multiple demands and frequent 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 or in emotional crisis
- 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 and sensitive information
- Experience planning and managing workshops, seminars, and events
- Experience listening actively and using advising approaches and skills
- Demonstrated experience in conflict management and negotiation skills
- Demonstrated ability to support cross functional teams and build consensus
- Sensitive to the diverse needs and perspectives of stakeholders and works with them to resolve issues
- Strong understanding of the needs of Engineering students including priority populations (e.g., first year students, international students, academically at-risk, transfer and exchange students)

Responsibilities

- 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 Civil & Environmental Engineering (students, faculty and staff), including acting as a liaison with the Faculty of Engineering, central services and external partners
- Duties may include several key areas including academic advising, academic integrity, scheduling and calendar management, admissions and recruitment, event planning and execution, data management, general administrative support, etc. The incumbent is expected to shift seamlessly between tasks to address priority areas
- Develops strong advising relationships that are student-centred 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, 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 practice for student-centred services
- Provides a welcoming experience by delivering exceptional service in a student-centered environment. The incumbent is expected to work within established standards and best practice. The Academic Services Coordinator contributes to the development of resources to support the student experience in the Department of Civil & Environmental Engineering through direct interaction with students visiting the office, and virtual advising. The incumbent supports several key events including open houses, Ontario University Fair, You@Waterloo Day, orientation, student awards ceremonies, convocation receptions, student focused workshops, and internal student engagement events
- Provides administrative support to the Associate Chairs and Chair in all matters relating to the undergraduate and graduate programs. This includes providing background research and support to assist in the academic decision-making process, planning, research and data collection. First point of contact for policies and procedures related to the undergraduate and graduate programs. Maintains in depth and current knowledge of all CEE undergraduate and graduate program curriculums and academic requirements for the programs including admission regulations and practices. This position will assist with CEE course scheduling through consultation with the Department executive as well as the optimization of classroom space. Executes academic administrative processes (e.g., exemption approval, credit transfers, changes to academic standings, grade revisions, calendar changes, academic exchanges etc.)
- Assist students in exploring services, resources and programs to improve skills, build student resiliency, and increase academic success and independence. Monitor students repeating courses and those who are out-of-sync with their cohort. Provide regular and ongoing reports on the state of the student community and factors affecting student well-being to the Associate Chairs and Chair. Provide triage services, including identifying students at risk, to screen students who are in need of counselling and guide those to the appropriate resources (the coordinator is not a counselor, but refers to counseling as appropriate). Deliver immediate support to students in distress; follow up with appropriate referrals. Coach students on personal matters as appropriate especially addressing inclusion of diversity, access and accommodations for disabilities. Maintain current knowledge related to student wellness and disseminate information and knowledge to faculty and other department staff
- Promotes and facilitates an environment that focuses on academic integrity. The incumbent advises students and faculty on academic integrity matters and academic misconduct. The incumbent acts as an expert resource and provides information on relevant policies and process. The Academic Services Coordinator works with the appropriate Associate Chair on academic offence cases within the Department of Civil & Environmental Engineering ensuring files are appropriately and accurately managed to completion
- Works in conjunction with multiple stakeholders within the Department of Civil & Environmental Engineering, Faculty of Engineering and central units to develop communications as it relates to recruitment, admissions, scheduling, academic integrity, policy and best practice. The incumbent is responsible for developing and delivering consistent, professional, and creative internal communications to engage students
- The Academic Services Coordinator provides expert support on special projects and strategic initiatives as directed by Administrative Officer, Associate Chairs, and the Chair. The incumbent participates in and contributes to discussions on special projects consistent with the Department’s strategic priorities including enhancing student experience. The Academic Services Coordinator may be required to consult with key stakeholders to understand diverse needs
- The Academic Services Coordinator operates as part of a larger team contributing to various core functions in the Department of Civil & Environmental Engineering. Duties may include administrative support and event planning, supporting the recruitment and admissions process, etc. The incumbent may be required to support advising, scheduling, etc. as needed to ensure efficiency in operations
- The Academic Services Coordinator supports senior leadership on a variety of data needs including but not limited to data collection, management, warehousing. Provides support to various committees on matters relating to program accreditation
- 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-centred service models
- Contributes to the development of various reports, presentations, communications, etc.
- Supports time sensitive key accountabilities of other administrative roles as required. The Academic Services Coordinator demonstrates breadth and depth of knowledge in all aspects of the role

FAQs

What is the primary focus of the Academic Services Coordinator position?

The primary focus of the Academic Services Coordinator position is to provide a broad spectrum of responsibilities aimed at client service, academic integrity, scheduling, and support for core functions such as recruitment, admissions, and events, while ensuring exceptional client support for academic programs within the Department of Civil & Environmental Engineering.

What qualifications are required for the Academic Services Coordinator role?

Candidates are required to have a university degree or an equivalent combination of education and experience, a minimum of 3 years of extensive administrative experience, and familiarity with engineering disciplines and relevant academic policies is considered an asset.

Is experience in undergraduate and graduate programs necessary for this position?

While not mandatory, experience pertaining to undergraduate and graduate programs is considered an asset for this position.

What type of environment does the Academic Services Coordinator work in?

The Academic Services Coordinator works in a fast-paced academic environment, collaborating with various stakeholders within the Department of Civil & Environmental Engineering, Faculty of Engineering, and central university services.

Will the Academic Services Coordinator be involved in planning events?

Yes, the Academic Services Coordinator will be responsible for planning and managing workshops, seminars, and various student engagement events.

Are there opportunities for professional development in this role?

Yes, the role involves continuous improvement and a mindset oriented towards enhancing student-centered services, which allows for opportunities in professional development.

What kind of communication skills are necessary for this position?

Exceptional communication (both written and verbal) and organizational skills are crucial for the Academic Services Coordinator position to engage effectively with students, faculty, and other stakeholders.

How does the Academic Services Coordinator contribute to student wellness?

The Academic Services Coordinator assists students in exploring services and resources that improve skills, build resiliency, and increase academic success, as well as providing guidance for students facing challenges.

Is knowledge of Microsoft Office required for this position?

Yes, intermediate knowledge of Microsoft Office, Outlook, MS Teams, and other relevant systems is required, along with a willingness to learn new systems.

What values does the University of Waterloo embrace in its hiring process?

The University of Waterloo values equity, diversity, and inclusion, and encourages applications from historically disadvantaged and marginalized groups, including individuals from First Nations, Métis, Black, racialized communities, persons with disabilities, women, and 2SLGBTQ+ individuals.

University of Waterloo

Education

Industry

5001-10,000

Employees

Mission & Purpose

University of Waterloo is a leader in innovation that drives economic and social prosperity for Canada and the world. We are home to a renowned talent pipeline, game-changing research and technology, and unmatched entrepreneurial culture, that together create solutions to tackle today’s and tomorrow’s challenges. Our greatest impact happens together. A strategic integration of research and teaching excellence, the world’s largest co-operative education program, entrepreneurship-intensive programs, and creator-owned IP, has resulted in extensive industry collaboration, the generation of thousands of commercial and social enterprises, and a dynamic learning experience for more than 41,000 undergraduate and graduate students.