Graduate Coordinator

uwaterloo; Southwestern Ontario; On-site; CAD 51,000 - 71,000; Full time

Job summary

The University of Waterloo is seeking a Graduate Coordinator to support the School's PhD and Master's programs. You will assist with recruiting new graduate students, handle inquiries, administer admissions and monitor progress to completion.

You will advise students on academic requirements, support recruitment events, and assist with website maintenance for graduate study programs, collaborating with the Director of Graduate Studies on funding processes.

Responsibilities

• 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 undefined
• 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 undefined
• 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.

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: 2026-03019

Time Type: Full time

Employee Group: Staff

Job Category: Academic Advising

Employment Type: Temporary

Department: Faculty of Mathematics - Cheriton School of Computer Science - Graduate Studies

Hiring Range:

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 undefined

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 undefined

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.