{"id":1501688,"url":"https://alion.io/job/velocity-undergraduate-coordinator","title":"Undergraduate Coordinator","company":{"id":1768986,"name":"Velocity","domain":"velocityincubator.com","url":"https://alion.io/company/velocityincubator","size_band":"501-1000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Workday","truth_index":{"grade":"B","score":75,"open_postings":3,"ghost_share":0,"stale_share":1,"repost_share":0,"time_to_fill_p50_days":null,"computed_at":"2026-10-02T05:45:00Z"}},"role":"Administrative","role_family":"Administrative","seniority":"junior","employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"explicit","locations":["Waterloo, Canada"],"countries":["CA"],"hiring_countries":[],"hiring_countries_total":0,"salary":{"min":51306,"max":64133,"currency":"CAD","period":"year","gross":null,"usd_annual":45051},"salary_estimate":null,"experience_years_min":1,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[],"status":"live","first_seen_at":"2026-09-30T04:19:32Z","employer_posted_date":"2026-09-30","last_verified_at":"2026-10-01T18:43:20Z","board_verified":true,"closed_at":null,"days_open":2,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":2},"description":"At the University of Waterloo, we create and promote a culture where everyone can reach their full potential. As an employee, you get support & opportunities that empower you to advance your career. Explore how we can bring big ideas to life, together. The University is a welcoming workplace for those of all abilities, interests, and expertise. As part of our workforce, you can do what you do best, every day. \nLearn more about our recruitment process.\nJob Requisition ID:\n2026-02932Time Type:\nFull timeEmployee Group:\nStaffJob Category:\nAcademic AdvisingEmployment Type:\nPermanentDepartment:\nFaculty of Mathematics - Undergraduate Office - CoordinationHiring Range:\n$51,306.48 - $64,133.10Posting Information:\n This posting is for an existing vacancy.\nThe internal posting deadline for this position is October 8, 2026 at 11:59PM\nThis is a Career Path position. The final level will be determined based on demonstrated skills and experience.\nAnticipated hiring ranges: \nUSG 5: $51,306.48 - $64,133.10\nUSG 6: $56,494.16 - $70,617.70\nJob Description:\nPrimary Purpose\nAccountable to the Student Services Manager for front line student support and triage, enrollment activities, and administrative support of the course teaching activities of the Faculty. The position holds increasing levels of responsibility for the delivery of all activities, depending on the level of technical know-how and the competencies developed related to client service, leadership, and problem solving. Responsibilities range from entry level student records knowledge to a leadership role, leading process and projects while resolving more complex problems.\nKey Accountabilities\nProvide a comprehensive range of frontline student-centric support including, but not limited to the following:\nriage the nature and complexity of inquiries and determine action to be taken, advising stakeholders as appropriate; probe for information beyond the immediate request\nInterpret and apply regulations, procedures and policies for students e.g. enrollment, transfer, appeal processes, course requisites, admissions; \nCommunicate decisions made by others or by policy, including denials\nDeliver immediate support to students in distress; follow up with appropriate referrals\nDistribute communications to appropriate audiences, which may include print, mass emails, web pages, and social media\nEnsure that all information posted or available for distribution to students is up to date.\nRespond to inquiries related to undergraduate teaching in person, over the telephone, and via email or other electronic means, scheduling referrals as necessary.\nLead, execute, monitor and document one or more Projects associated with the MUO, including but not limited to the following:\nApplications and admissions for programs, e.g. co-op admissions \nExamination scheduling and proctoring \nAssign Teaching Assistant duties \nHire, assign and manage undergrad Teaching Assistants\nGrade submissions, grade revisions, and INC processes\nDean’s Honours List\nCourse Evaluations \nTextbook ordering\nTutorial Centre scheduling and administrative support\nMeetings and Special Events e.g. advisor meetings, orientation lunch, awards dinners, onboarding events, exchange events\nTimetabling activities including, but not limited to the following activities:\nServe as the Math timetable representative, liaising with other reps (in Math and across the University) to assure course availability, adequate reserves and conflict free schedules in over 200 course sections.\nEnsure that courses offered for new incoming students, in all terms, allow for conflict free timetables for core math and non-math courses.\nMonitor the Schedule of Classes, including reserve caps, course enrolments, classroom size vs enrolment total, course time conflicts; solves problems and recommends solutions to the Office Manager and Associate Dean as appropriate.\nMaintain waiting lists, adjusting course capacities as necessary.\nCreate course enrolment blocks for specific groups of students as needed.\nCommunicate with instructors regarding timetabling decisions, including preference denials\nBackup support for department timetabling \nPerform course enrolment activities including, but not limited to:\nRespond to inquiries about course selections and enrolment \nEnroll students, including block enrollment, transfers, overrides, requisite checks, enrolment problems, and removals\nTransfer students from/to advanced courses\nMake course enrolment adjustments as needed, for example, with transfer credit information from the Registrar’s Office.\nRun system reports to identify coding and requisite issues, and correct the errors\nRun system reports to block enroll or remove students based on specified criteria\nProvide administrative support for the office including but not limited to the following:\nPrepare reports from student data as requested by Associate/Assistant Deans or other members within the MUO or Faculty;\nProvide assistance to Lecturers and sessional instructors, related to assignment/exam preparation, distribution and collection;\nProvide administrative and secretarial support for one or more committees, including minute-taking and record retention\nOrganize meetings and events including speaker invitations, travel arrangements, bookings, preparing advertisements, audio-visual equipment, and ordering refreshments\nAssist the Director with space allocation, including provision of furnishings, equipment, renovations, and telephone and computing services for incoming faculty, staff and visitors\nReview and reconcile financial statements as directed;\nManage travel arrangements and reimbursements for faculty and other staff;\nExplain processes and monitor timelines for instructors e.g. records, illness, grade submissions, Odyssey, Crowdmark etc;\nManage workflows of documents (paper and electronic) between the office and other University departments;\nMaintain student records associated with various aspects of the student’s career (e.g., plan modification, internal transfer, petition, illness) in accordance with established records management and retention policies;\nTrain co-op students and other staff members who are responsible for covering reception.\nMonitor office equipment and supplies, placing orders and service requests as needed\nMaintain mailboxes; distribute incoming mail; arrange deliveries\nMaintain the office to ensure it remains in a state appropriate for visitors.\nRequired Qualifications \nEducation\nCollege diploma or undergraduate degree, or equivalent combination of education and experience\nExperience\nxperience working in academic environment with faculty members and students\n1-2 years experience in front-line customer service environment\nEvent management experience\nExperience working in a shared-task environment\nExperience with reporting and preliminary analysis\nKnowledge/Skills/Abilities\nClient Service\nAbility to respond to customer needs in a timely, professional, helpful and courteous manner regardless of customer attitude.\nAbility to meet and communicate service standards, and track client satisfaction\nAbility to deliver denial messages to customers on a regular basis\nAbility to provide crisis support to customers\nTeamwork and Relationship Building\nResolve conflict actively and constructively, engaging in difficult conversations to find collaborative solutions.\nExcellent human relation skills including the ability to develop and maintain constructive relationships with individuals in academic posts\nCommunication\nProven business-appropriate oral and written communications skills \nUse multiple channels or means to communicate important messages (e.g., memos, newsletters, meetings, electronic mail).\nMaintains confidentiality and demonstrates a sensitivity to diversity\nManaging Change\nAble to adapt to change and champion change efforts\nDemonstrated ability to foresee impact of change and determine what adjustments may be necessary\nDemonstrated ability to use technological solutions to improve processes and communication.\nProblem Solving\nAble to approach a complex task by breaking it down into component parts, and to use technology to assist breakdown and tracking \nDemonstrated creative and critical thinking skills to explore, make connections, and discover knowledge\nWell-developed analytic and research skills\nPlanning and Organization\nAbility to take ownership for projects of duration of several months; use good independent judgment when priorities are challenged.\nAbility to make reasonable estimates of resource needs to complete projects. \nUses sound methods to plan, track and report work.\nTechnical\nExcel and Word Basic\nFilemaker Pro basic\nMass email systems\nSocial media systems\nEquity Statement\nThe 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.\nThe 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+.\nPositions are open to qualified candidates who are legally entitled to work in Canada.\nThe 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  or 519-888-4567, ext. 45935.","description_format":"text","description_chars":10147,"description_truncated":false,"requirements":{"experience_years_min":1,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"bachelor","optional":false},"security_clearance":false,"languages":[]},"benefits":["Equity"],"hiring_locations":[{"name":"Canada","iso":"CA","kind":"country"}],"hiring_excludes":[],"relocation_offered":false,"industries":["Biotechnology","Events & Ticketing","Health Care"],"lifecycle":[{"event":"open","at":"2026-09-30T04:19:32Z"}],"liveness":{"score":86,"band":"hot","label":"Hiring now","p_open":1,"p_active":0.86,"p_room":1,"age_days":2,"expected_fill_days":22,"reasons":["conf:11","win:early","comp:junior"],"computed_at":"2026-10-02T05:45:00Z"},"pay":{"stated_usd_annual":45051,"is_top_pay":false},"html_url":"https://alion.io/job/velocity-undergraduate-coordinator","json_url":"https://alion.io/job/velocity-undergraduate-coordinator.json","meta":{"generated_at":"2026-10-03T00:52:41Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","usage":{"tier":"crawler","counted_by":"address","units_charged":1,"used_today":622,"day_limit":5000,"remaining_today":4378,"minute_limit":60,"resets_at":"2026-10-04T00:00:00Z"}}}