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Job Requisition ID:
2026-00691
Time Type:
Full time
Employee Group:
Staff
Job Category:
Academic Administration
Employment Type:
Temporary
Department:
Faculty of Engineering - Systems Design Engineering - Administration
Hiring Range:
$56,494.16 - $70,617.70
Posting Information:
This posting is for an existing vacancy.
Term: 1 year
This position is being offered as a temporary contract.
This role will focus on the Biomedical Engineering Undergraduate Program
Job Description:
Primary Purpose
The Academic Services Coordinator provides a board spectrum of responsibilities including but not limited to client service, academic integrity, scheduling, support for core functions (e.g., recruitment and admissions, internal and external events etc.), special projects, data management, and general administrative duties. The position acts as a liaison with units in the Faculty of Engineering and central university services as it relates to key accountabilities. Reporting to the Administrative Officer, the Academic Services Coordinator provides exceptional client support for academic programs within the Department of Civil & Environmental Engineering. The role moves seamlessly between tasks, shifting priorities as directed by Administrative Officer and the Associate Chair, Undergraduate Studies and Associate Chair, Graduate Studies to address critical needs. The Academic Services Coordinator provides continuity in leadership changes and demonstrates breadth and depth in all core operations in the Department of Civil & Environmental Engineering.
- Builds and maintains effective working relationships with stakeholders in the department, Faculty and across campus
- Provides exceptional client service to all constituents within the Department of Civil & Environmental Engineering (students, faculty and staff), including acting as a liaison with the Faculty of Engineering, central services and external partners
- Duties may include several key areas including academic advising, academic integrity, scheduling and calendar management, admissions and recruitment, event planning and execution, data
- Develops strong advising relationships that are student-centred and specific to individual needs while aligning with the mission of the department
- Assists stakeholders with identifying and accessing tools and resources necessary to meet goals
- Applies change management expertise with new stakeholders, audiences
- Cultivates relationships built on trust with individuals in one-on-one and online environments,
- Facilitates group learning opportunities through workshops, presentations, events, and resources to meet client needs.
- Supports the development and implementation of best practice for student-centred services
- Supports the activities of the Associate Chairs and program directors
- Serves as a resource for the application of policies, procedures, guidelines, and best practices
- Contributes to the enhancement of student-centred service models
- Contributes to the development of various reports, presentations, communications, etc.
- Supports time sensitive key accountabilities of other administrative roles as required. The Academic Services Coordinator demonstrates breadth and depth of knowledge in all aspects of the role
- University degree; equivalent combination of education and experience will be considered.
- Familiarity with engineering discipline and relevant academic policies an asset
- Minimum of 3 years of demonstrated extensive administrative experience
- Experience pertaining to undergraduate and graduate programs is an asset
- Ability to work collaboratively with all team members to deliver excellent results with accuracy and integrity in a student-centred environment
- A continuous improvement mindset and exceptional client service focus are critical for success
- Proven ability to work independently, and to problem solve to make sound decisions within the scope of the role
- Strong ability to shift gears frequently due to multiple demands and frequent interruptions
- Exceptional communication (written and verbal) and organizational skills
- Focused, detail-oriented, results driven and able to work under pressure
- Competency in exhibiting compassion, particularly with clients under stress or in emotional crisis
- Intermediate knowledge of Microsoft Office, Outlook, MS Teams, Quest, SharePoint, OATS and CIS with the willingness to learn new systems.
- Proven experience to work efficiently in a fast-paced academic setting is required
- Demonstrated ability to exercise empathy, tact and discretion when handling confidential and sensitive information
- Experience planning and managing workshops, seminars, and events
- Experience listening actively and using advising approaches and skills
- Demonstrated experience in conflict management and negotiation skills
- Demonstrated ability to support cross functional teams and build consensus. Sensitive to the diverse needs and perspectives of stakeholders and works with them to resolve issues
- Strong understanding of the needs of Engineering students including priority populations (e.g., first year students, international students, academically at-risk, transfer and exchange students).
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.
