Administrative Coordinator, Admissions and Outreach

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Term: 18 Months

This role is being offered as a secondment and temporary contract.
The internal deadline for this posting is July 31 @11:59pm.

Job Description:

Primary Purpose

This position is responsible for supporting the Undergraduate Admission & Outreach (UAO) team with financial and administrative oversight. The individual will also provide dedicated administrative support for the Associate Dean, Undergraduate Admissions & Outreach and Director, Undergraduate Recruitment & International. The incumbent provides expertise for awards and scholarship opportunities, budget preparation and reconciliation, and providing advice around policies and resources within the Faculty.

Key Accountabilities

Oversight of Faculty Scholarships

• Responsible for oversight of the undergraduate scholarships available to students within the Faculty.
• Provide guidance and assistance to Associate Dean on allocating scholarship decisions based on available funding.
• Coordinate with unit heads regarding awarding and maintaining of scholarships
• Advise prospective and current scholarship recipients with information required to be a successful applicant for scholarship. This includes creating and maintaining informative communications related to available scholarships and requirements for application.
• Providing oversight on entire undergraduate scholarship budget for the Faculty of Mathematics, in conjunction with the Faculty Financial Officer, including new, renewing, or lapsing donor-specific scholarships.
• Coordinate with Student Awards and Financial Aid and regarding scholarship decisions.
• Organize and assist with the administration of scholarship selection committees with the .

Financial Analysis and Reporting

• The position administers operating budgets for the team and undergraduate scholarship budgets for the Faculty.
• Prepare reports of current and projected financial positions, and determine or flag the impact on the UAO team.
• Analyze expenses as per unit costs, and differentiates between fixed and variable expenses, to provide recommendations on activity.
• Identify and recommend cost-saving measures.
• Identify expense categories that need management attention, and make recommendations for process improvements and training.
• Review monthly accounting reports and correct errors and discrepancies.
• Incorporate findings from analysis into future planning and the annual UAO budget.

Accounting and financial transaction processing

• Review and process payments and other reimbursements for UAO faculty and staff (expenses, travel, requisitions, shipping, etc.).
• Process payroll payments for part-time/casual employees using Workday.
• Ensure accuracy of all financial transactions and provide training to faculty and staff, as needed, on expense management.
• Manage and review all expenses related to departmental pcards.

Administrative Support for Staff and Faculty

• General administrative support for entire UAO team, including but not limited to, booking travel, Concur expense claims, financial guidance, shipping materials, booking meetings, and assisting the Associate Dean.
• Coordinate the purchase of supplies and equipment for the UAO team.
• Guide faculty and staff in the use of various financial systems, such as expense reimbursement programs, as necessary.
• Process and reconcile all financial and payroll activities related to events, contests, school visits, marketing and miscellaneous UAO activities.
• Coordinate the Admission Information Form (AIF) evaluation process, which includes coordinating and communicating with AIF readers, ensuring all 12,000+ AIFs are read twice, assist in maintaining and distributing overall scores to the Associate Dean and other admission staff.
• Coordinate upper year scholarships selection between all departments/schools within the Faculty of Mathematics.
• Assist with the Descartes Medalist selection, including organizing committee meetings, collating applications, relying on historical information, and documentation of applications for future use.
• Complete recruitment and admissions training, to be able to respond to inquiries from potential students and families.
• Other various duties as assigned by Associate Dean Admissions & Outreach, and the Director, Undergraduate Recruitment & International.

Required Qualifications

Education

• University degree or equivalent combination of education and experience will be considered.

Experience

• Minimum of 3 years of experience in an academic environment, with experience providing senior level administrative support, is required.
• 3 to 5 years of progressive experience performing duties related to the key accountabilities listed above, including demonstrated experience providing sound administrative and policy related advice within institutional guidelines.
• Experience with financial reporting, analysis, budgeting, and forecasting.
• Experience using Microsoft Excel including pivot tables, look-ups, etc.
• Experience preparing and interpreting expense and revenue reports.

Knowledge/Skills/Abilities

• Ability to respond to customer needs in a timely, professional, helpful, and courteous manner.
• Attention to detail, excellent time management skills, including keeping multiple projects on schedule, is crucial.
• Maintains confidentiality and demonstrates sensitivity to diversity of clientele.
• Demonstrated ability to foresee impact of change and determine what adjustments may be necessary.
• Sound knowledge of accounting and financial principles, with a demonstrated ability to interpret institutional and faculty policies.
• Ability to interpret financial statements and make financial recommendations.
• Excellent organizational and time management skills.
• Demonstrated ability to handle confidential information with discretion and tact.
• Experience with international travel and bookings, as well as excellent interpersonal and relationship building skills with ability to handle faculty, staff and students from around the world with tact and diplomacy.
• Ability to manage multiple tasks simultaneously amid a number of distractions and be flexible to changing schedules and workload.

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is coordinated within the Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

Positions are open to qualified candidates who are legally entitled to work in Canada.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.