Academic Service Coordinator

uwaterloo; Southwestern Ontario; On-site; CAD 56,000 - 71,000; Full time

Job summary

The University of Waterloo's Department of Civil & Environmental Engineering invites applications for an Academic Services Coordinator. This role provides client service, scheduling, and administrative support across undergraduate and graduate programs, reporting to the Administrative Officer.

You will liaise with engineering faculty, central services, and external partners, manage events like open houses and admission activities, and help maintain data and processes to support student success.

Qualifications

• Supports client service, scheduling, recruitment and admissions, events, and data management.
• Acts as liaison with Engineering faculty and central university services.
• Provides administrative support and special projects as needed.

Responsibilities

• Deliver exceptional client service to students, faculty and staff.
• Coordinate scheduling and calendar management for departments and programs.
• Support undergraduate and graduate admissions, recruitment, and events.
• Assist with policies and procedures related to undergraduate and graduate programs.
• Contribute to development of student-centered resources and services.

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.

Time Type: Full time

Employee Group: Staff

Job Category: Academic Administration

Employment Type: Permanent

Department: Faculty of Engineering - Civil and Environmental Engineering - Administration

Hiring Range: $56,494.16 - $70,617.70

Anticipated hiring ranges:

• USG 6: $56,494. - $70,617
• USG 7: $61,954 - $ 77,443

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.

Key Accountabilities

Client Service

• 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 management, general administrative support, etc. The incumbent is expected to shift seamlessly between tasks to address priority areas
• 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 and objectives
• Applies change management expertise with new stakeholders, audiences
• Cultivates relationships built on trust with individuals in one-on-one and online environments, focusing on the values and needs of the client group while encouraging self-efficacy, resilience, and career potential
• 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

Specific Accountabilities

The Academic Services Coordinator is expected to support several key accountabilities including but not limited to:

Student Experience Administration

Provides a welcoming experience by delivering exceptional service in a student-centered environment. The incumbent is expected to work within established standards and best practice. The Academic Services Coordinator contributes to the development of resources to support the student experience in the Department of Civil & Environmental Engineering through direct interaction with students visiting the office, and virtual advising. The incumbent supports several key events including open houses, Ontario University Fair, You@Waterloo Day, orientation, student awards ceremonies, convocation receptions, student focused workshops, and internal student engagement events.

Program Administration

Provides administrative support to the Associate Chairs and Chair in all matters relating to the undergraduate and graduate programs. This includes providing background research and support to assist in the academic decision-making process, planning, research and data collection. First point of contact for policies and procedures related to the undergraduate and graduate programs. Maintains in depth and current knowledge of all CEE undergraaute and graduate pr