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Added 9 hours ago
NC
Fitness Coordinator
Niagara College
Welland, ON
- Part-time
Applications are invited for the regular position of part-time Fitness Coordinator in the Athletics and Student Engagement Division. The starting salary is $32.74/hr for a 24-hour work…
Added 9 hours ago
C
Coordonnateur ou Coordonnatrice // Coordinator, Team Operations
CNIB
Montreal, QC
- Contract
Added 9 hours ago
WR
Nurse 2 - CIVP
Winnipeg Regional Health Authority (WRHA)
Winnipeg, MB
- Full-time
Reporting to the Manager, Health Services and under the supervision of the Nursing Resource Coordinator, the Registered Nurse Home Care - CIVP provides nursing care to clients in the…
Added 9 hours ago
CN
Coordonnateur ou Coordonnatrice // Coordinator, Team Operations
Canadian National Institute for the Blind
Montreal, QC
- Contract
Added 9 hours ago
DR
Resident Care Coordinator
Durham Region (The Regional Municipality of Durham)
Pickering, ON
- $109,894 to $137,367 CAD / year
- Temporary
Resident Care Coordinator (temporary FT, up to 12 mos)
Added 10 hours ago
HP
353-26 Medical Radiation Technologist - General X-Ray and BMD, Medical Imaging, Regular Part-Time x2, Clinton/Seaforth/Stratford
Huron Perth Healthcare Alliance
Stratford, ON · Clinton, ON · Seaforth, ON
- Part-time
…the Senior Technologist, Interventional Radiology and Student Coordinator regarding supervision and evaluation of student…
Added 10 hours ago
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Research Projects Coordinator
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Vancouver, BC
- Full-time
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Added 10 hours ago
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Imaging Informatics Coordinator P2BI
Provincial Health Services Authority
Vancouver, BC
- Full-time
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Added 12 hours ago
NE
Human Resources Coordinator - Winter 2027 Co-op
Nexus Energy
Toronto, ON
- Volunteer
JOB TITLE Human Resources Coordinator - Winter 2027 Co-op
Added 13 hours ago
S
Clinical Resource Nurse, Child & Adolescent Mental Health Programs, Adolescent Psychiatry - BC Children’s Hospital
Sanya’k̓ula
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Communications & Outreach Coordinator
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Represent Peace Over Violence at community events, resource fairs, outreach activities, and other approved functions.
Added 15 hours ago
CA
Administrative Assistant
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Back-up support to Office Services Coordinator (office coordination, mail and package pick-up).
Added 16 hours ago
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Youth and Family Counsellor, Mental Health Program - BC Children’s Hospital
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Vancouver, BC
- Full-time
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Client Care Coordinator, Reproductive Mental Health - BC Women’s Hospital & Health Centre
Provincial Health Services Authority
Vancouver, BC
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Added 16 hours ago
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Tremplin Program Coordinator
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Montreal, QC
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Added 16 hours ago
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Clinical Research Coordinator – Ethics & Regulatory Affairs
RI-MUHC | Research Institute of the MUHC | #rimuhc
Montreal, QC
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Added 16 hours ago
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Resource Centre Coordinator - Vocational Services
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AB · Edmonton, AB
- Full-time
The Resource Centre Coordinator is responsible for overseeing the day-to-day operations of the Resource Centre and ensuring it effectively supports the needs of program participants. This…
Added 16 hours ago
UO
Outdoor Youth Program Coordinator- Faculty of Kinesiology
University of Calgary
Calgary, AB
- Full-time
The Active Living in the Faculty of Kinesiology is currently seeking a Full-time Regular Outdoor Youth Program Coordinator.
Added 16 hours ago
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Project Coordinator
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Vancouver, BC
- Full-time
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Added 16 hours ago
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Electrical & Instrumentation Construction Coordinator
Raise
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- Full-time
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Added 16 hours ago
CA
AV Project Coordinator
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Mississauga, ON
- Full-time
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Added 16 hours ago
PM
Clinical Resource Nurse - Charge Nurse
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Swan River, MB
- Full-time
Under the general supervision of the Client Care Coordinator and/or Care Team Manager, and while demonstrating a commitment to the vision, mission, values and strategic priorities of…
Added 16 hours ago
WR
Nurse 2 - CIVP
Winnipeg Regional Health Authority (WRHA)
Winnipeg, MB
- Full-time
Reporting to the Manager, Health Services and under the supervision of the Nursing Resource Coordinator, the Registered Nurse Home Care - CIVP provides nursing care to clients in the…
Added 16 hours ago
G
Project Coordinator - Civil Infrastructure
Graham
Calgary, AB
- Full-time
Graham is actively recruiting for a Project Coordinator supporting the Infrastructure Division. Reporting to the Senior Project Manager, the Project Coordinator plays a key role in…
Added 16 hours ago
G
Project Coordinator
Gensler
Ottawa, ON
- Full-time
As a Project Coordinator, it is your responsibility to support Design/Project Managers throughout the life of the project from the initial proposal, through various design phases, to…

University of Waterloo

Graduate Program Coordinator

Waterloo, ON, Canada

$56,494.16 - $70,617.70 · Full-time

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Job details

Pay: $56,494.16 - $70,617.70
Job type: Full-time
Experience: 3+ years of administrative experience with a demonstrated working knowledge of UW policies, procedures, and available campus resources.
Posting language: English
Posted: Oct 7, 2026

Original job 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.

Learn more about our recruitment process.

Job Requisition ID:

2026-03002

Time Type:

Full time

Employee Group:

Staff

Job Category:

Academic Administration

Employment Type:

Temporary

Department:

Faculty of Mathematics - Statistics and Actuarial Science - Graduate Studies

Hiring Range:

$56,494.16 - $70,617.70

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 hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.

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More about this job

Responsibilities

The Graduate Program Coordinator administers academic services, advises graduate students, and provides administrative support to faculty and program directors. Key duties include managing admissions, coordinating scholarships, monitoring student progress, and assisting with departmental events and budget processes.

Requirements

Candidates must possess an undergraduate degree and at least three years of administrative experience, preferably in a post-secondary setting. Proficiency in Microsoft Office and familiarity with university policies and student support are essential.

Skills

Academic administration
Student advising
Budget management
Scholarship coordination
Data analysis
Communication
Organizational skills
Crisis support
Microsoft Word
Microsoft Excel
Microsoft PowerPoint
Quest
SharePoint
Outlook
PowerBI
Attention to detail

Visa sponsorship

Not detected in the job text

Keywords

Graduate Studies
Academic Administration
Student Advising
Admissions
Scholarships
Budgeting
Payroll
Thesis Defense
University Policies
Quest
OnBase
SharePoint
Outlook
WCMS
LEARN
PowerBI
FileMaker
Teams
Zoom
Data Reporting
Alumni Relations
Co-op
Internship
Student Engagement
Higher Education

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