Administrative Student Affairs Coordinator

About the role

Under the direction of the Student Advising Supervisor, the Administrative Student Affairs Coordinator provides day‑to‑day administrative support for undergraduate student affairs within the Department of Physics. The role coordinates registration, examinations, awards, scheduling, curriculum administration and graduation processes while maintaining accurate records and ensuring compliance with university policies.

Key responsibilities

• Serve as the primary point of contact for students and instructors regarding undergraduate administrative procedures.
• Refer academic‑advising, policy‑interpretation or discretionary matters to the Student Advising Supervisor or appropriate academic authority.
• Provide logistical support for department events, information sessions and other activities.
• Collect, maintain and archive student‑affairs records, databases, examination files, scheduling documentation and teaching‑assignment records in line with university retention policies.
• Monitor course enrolment, registration activity, restrictions, wait‑lists and capacity; process authorised registration permits and overrides.
• Assist in reviewing and verifying student records for graduation recommendations, identifying missing information and communicating next steps to students.

Required profile

• Strong organizational abilities and attention to detail.
• Excellent communication skills for interacting with students, faculty and staff.
• Familiarity with university policies, procedures and academic calendars.
• Ability to handle confidential information responsibly.
• Proactive approach to problem‑solving and supporting departmental operations.

Required skills