Graduate Program Coordinator

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Posting Information:
This posting is for an existing vacancy.

The internal posting deadline for this position is October 16, 2026 at 11:59PM
This position is being offered as a Secondment or contract opportunity. Term: 2 years

Job Description:

Primary Purpose

The Graduate Program Coordinator administers academic services and advises graduate students in the department. The position is responsible for providing effective administrative support to the Graduate Studies Manager, Associate Chair, Graduate Studies, Program Directors, occasional administrative support to the Chair, and general support to faculty in the department.

Key Accountabilities

Manages applications to the department’s Master’s (MA) & PhD programs, including the following:

• Advises prospective graduate students on admission requirements, application procedures, alternative programs or preparation required to meet eligibility requirement.
• Evaluates applications by reviewing transcripts and educational institutions, calculating admission averages, reviewing reference letters, confirming English language proficiency certification, and confirming GRE scores, if applicable.
• Assists with scheduling of admissions interviews, where applicable.
• Determines qualified applicants from foreign universities by applying expertise on educational systems that differ according to country and institution.
• Communicates with applicants and referees regarding problems with their application.
• Prepares the recommendation for admission and offer letter for the Associate Chair, Associate Dean, Graduate Studies and GSPA Associate Director’s approval.

Advises graduate students in consultation with the Graduate Studies Manager and Associate Chair, Graduate Studies as appropriate:

• Interpret and apply regulations, policies, and procedures for students regarding program requirements, including course selection, milestone requirements, program status and changes, enrolment issues, co-operative education, cross registration, exam regulations, academic deadlines, petitions for extensions, thesis submission and graduate thesis submissions and defenses.
• Reviews progress reports; arranges for approvals for dissertation/thesis proposals; coordinates thesis defenses.
• Assists with academic appeals; advise students on processes for student appeals or petitions.
• Refers students to on-campus resources as appropriate.
• Issues letters to students verifying funding information for immigration, visa applications and social insurance numbers.
• Coordinates work term/internship report submissions, grading, monitoring, and awards.
• Maintains department records and database of current students and graduates, including confidential correspondence.
• Conducts final review of students’ transcripts to ensure all requirements have been met for program completion. Confirms final update for graduation on Quest.
• Deliver immediate support to students in distress; follow up with appropriate referrals.

Supports the graduate program budget, including the following:

• Assists in determining budgets based on the number of new and continuing students.
• Prepares the payroll submission for students employed as TAs, markers and occasionally proctors.
• Prepares scholarship nominations.
• Assigns and coordinates departmental and tri-council Research Assistants (RA) in consultation with the Associate Chair, Graduate Studies, and the Graduate Studies Manager.
• Prepares and issues funding statements to department graduate students for tuition payment.
• Participates in annual budget process.

Scholarship Coordination:

• Provides detailed graduate scholarship information to graduate students.
• Reviews all applications for applicable internal and external award/scholarship competitions to ensure the correct procedures have been followed and all supporting documentation has been submitted.
• Computes course averages based on student transcripts to ensure students’ eligibility.
• Compiles applications and provides the Associate Chair and/or Program Director(s) with data required to rank applicants.
• When required, reconciles the department’s scholarship funds; maintains financial summaries, award recipients, and authorizes payment of awards.

Assists with graduate student engagement:

• Develops and assists in delivering the department’s annual graduate student orientation program, attends events, acts as a resource to students and provides program information. Works with the Graduate Studies Manager and Math Graduate Office/Faculty Events Manager on the execution of Faculty wide graduate events.
• Provide administrative, logistical and operational support to ensure efficient planning and effective execution of student-focused events, both remote and in person.
• Maintains active communication with students using a range of communication modalities.
• Prepares text for the department’s graduate website.
• Manages the federal and provincial government’s annual recruiting seminars.
• Serves as liaison to alumni, maintains alumni database.

Provides administrative support to the Graduate Studies Manager, Chair, Associate Chair, Program Directors, faculty, and external partners, including the following:

• Advises Graduate Studies Manager of any problems in the graduate program and recommends improvements.
• Prepares data and statistical reports as required for the Graduate Studies Manager, Chair and Associate Chair, drawing on departmental, Faculty and institutional data; participates in departmental self-studies.
• Assists with periodic internal and external graduate program/curriculum reviews, in co-operation with the Graduate Studies Manager, Program Directors, Associate Chair and department Chair.
• Maintains department records of current students and graduates.
• Provides guidance, as required, on graduate and department policies and procedures.
• Works with external partners to support co-op/internship placements including:
  • Ensuring employers understand their responsibilities for supervision and evaluation of students.
  • Collecting co-op work reports and/or internship feedback forms.
  • Arranging for submission of Milestone completion forms and submitting to GSPA.

Required Qualifications

Education

• Undergraduate degree or equivalent combination of education and experience will be considered.
• Experience
• 3+ years of administrative experience with a demonstrated working knowledge of UW policies, procedures, and available campus resources.
• Experience providing one-on-one support and advice to students in a post-secondary service oriented setting is considered a strong asset.
• Financial experience with managing scholarships and awards, and a comprehensive understanding of the graduate studies environment is preferred.

Knowledge/Skills/Abilities

• Well-developed organizational, analytical, interpersonal, customer service and communication skills (oral and written).
• Demonstrated commitment to confidentiality.
• Ability to provide crisis support to students, as needed.
• Proven attention to detail, and accuracy while multi-tasking are essential.
• Proven capacity to handle a high volume of work is required.
• Demonstrated ability to ask probing questions, anticipate student needs, and apply sound judgment.
• Proven ability to work independently with minimal supervision in a fast-paced, deadline-oriented, multi-tasking environment.
• Thorough knowledge of university policies and procedures, particularly as related to graduate studies and scholarship requirements.
• Intermediate skill level using Microsoft Word, Excel, and PowerPoint.
• Other technical skills: Quest, OnBase, SharePoint, Outlook, WCMS, LEARN, PowerBI, FileMaker, Teams, and Zoom. 

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.