Graduate Coordinator

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Posting Information:
This posting is for an existing vacancy.

The internal posting deadline for this position is October 22, 2026 at 11:59PM
This position is being offered as a Secondment or contract opportunity. Term: 2 years
This is a Career Path position. The final level will be determined based on demonstrated skills and experience.
 Anticipated hiring ranges:
 • USG 5: $51,306 - $64,133
 • USG 6: $56,494 - $70,617

Job Description:

Primary Purpose

The Graduate Coordinator provides administrative support to the School’s PhD and Master’s Thesis/Research graduate programs. They assist with recruiting of new graduate students in the Computer Science Department. Their work encompasses program inquiries from prospective students; administers admissions; advises students on academic matters and monitors progress to completion; provides assistance with recruitment events and student activities; and assists with website design and maintenance for these graduate study programs.

Key Accountabilities

Admissions

• Process applications to the School’s graduate programs while ensuring compliance with the admissions requirements and conditions of the School, the Faculty of Mathematics and the University.

• Pre-screen applications for the Admissions Committee and bring strong applications to their immediate attention.

• Maintain knowledge of current policies and procedures pertaining to graduate admissions.

• Provide administrative support to the Director, Graduate Studies regarding the admission processes and funding for applicants.

• Provide support to applicants regarding deadlines, procedures, admission requirements, funding support, and ESL language requirements.

• Record admission decisions and prepare offers of admission and funding support.

Student Advising

• Advises graduate students, including incoming students and prospective applicants, to guide them through program choices, as well as through personal issues which need to be skillfully interpreted and filtered through University resources as required.

• Interpret and provide an in-depth understanding of graduate policies and procedures as they relate to scholarship and

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• Advise students regarding program/course requirements, procedures for the PhD Comprehensive examinations, seminar and thesis presentations, thesis submission and defense, procedures and issues concerning term registration, financial assistance, course enrolment, program extensions, progress reports, co-op placements and degree completion.

• Ensures that graduate students adhere to deadlines, issues including, but not limited to requests for extensions, course changes, thesis submissions, calendar changes and convocation requirements.

• Monitor the academic progress of students and advise the Graduate Director of any concerns.

• Review and recommend for approval transcripts for degree completion.

Payroll Administration

• Manages all administrative aspects of the teaching assistant and instructional assistant assignments in the School.

• Monitors funds available for graduate student support and each term’s assignments for consistency with School policies.

• Advise faculty supervisors about payroll procedures and deadlines.

• Determine term RA, TA and IA payments and confirm amount and type with faculty supervisors.

• Process payments, awards and honoraria.

• Prepare financial letters for promissory notes for each graduate student each term.

• Identify and follow up on late payments or problem accounts; resolve payroll issues for students.

Program Administration

• Provide background information and statistics for various School reports, committees, accreditation reviews and government institutions; provide research and support to the Director, Graduate Studies.

• Maintain student files, and update student records on the database.

• Process paperwork for course drop/add requests, changes of enrolment/program, program extensions, program completion and intention to graduate, and other required graduate paperwork in accordance with University policies and procedures.

• Publicizes pertinent information and deadlines for external scholarship competitions, such as

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Communication

• Respond to email, phone and in-person inquiries from applicants and current students.

• Ensures graduate program information is up-to-date in the university calendar and on the School’s website.

• Provide letters requested by students for various requirements.

• Plan and organize grad orientation, convocation and other events.

• Supports graduate students in acclimatizing to the School and UW environment.

Graduate Course Scheduling

• Assist the Director, Graduate Studies in the development of graduate course offerings each term; maintain the course offerings web page.

• Liaise with graduate course instructors to create a term course schedule and minimize course conflicts.

• Compile and submit scheduling data to Scheduling Office and liaise with Scheduling and the Graduate Studies Office to arrange reserves, course permissions, and scheduling changes.

• Liaise with timetabling representative in CS Undergraduate office to report and resolve issues concerning graduate courses held with undergraduate courses.

• Liaise with timetabling representative in other departments/faculties to report and resolve issues concerning graduate courses held with their courses.

• Work with instructors to assign course permissions where required.

Required Qualifications

Education

• Bachelor’s degree or equivalent education and experience.

Experience

• Experience working with or knowledge of Waterloo’s graduate policies procedures an asset.

Knowledge/Skills/Abilities

• Excellent interpersonal and communication skills (oral and written). 

• Demonstrated problem solving and analytical skills; attention to detail and accuracy.

• Ability to work independently or participate effectively as a team member in a complex, dynamic office environment, which has multiple deadlines and priorities.

• Intermediate level MS Word, Excel, PowerPoint

• Intermediate knowledge of database application and content Editor for web content management system

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 [email protected] or 519-888-4567, ext. 45935.