Graduate Programs Support Coordinator-Faculty of Science

Wilfrid Laurier University; Southwestern Ontario; Hybrid; CAD 54,000 - 61,000; Full time

Job summary

Wilfrid Laurier University is seeking a Graduate Programs Support Coordinator for the Faculty of Science. The role supports admissions, onboarding, and retention of graduate students, reporting to the Administrative Manager in the Dean’s Office.

The incumbent enhances recruitment efforts and coordinates with multiple campuses to ensure equitable service delivery. The Coordinator will track milestones, coordinate contracts and funding, and provide guidance to program assistants while handling

Qualifications

• University degree plus three years of related work experience.
• Direct experience in the Canadian higher education system, preferably in an administrative position.
• Experience with Graduate and Postdoctoral Studies workflows is an asset.

Responsibilities

• Coordinate admissions intake including applications and transcripts.
• Support recruitment events, fairs, and internal information sessions.
• Assist with onboarding and retention tracking for graduate students.
• Prepare reports and maintain records across campuses and departments.
• Collaborate with Dean’s Office staff to promote graduate programs.

Skills

Graduate admissions

Recruitment

Student support

Data reporting

Event coordination

Education

University degree

3 years related experience

Tools

Banner

LORIS

Cognos

Qualtrics

Job description

Graduate Programs Support Coordinator-Faculty of Science

Full-time/Part-time: Full Time (>=1249 hrs/year)

Campus: Waterloo

Reports to: Administrative Manager, Faculty of Science

Employee Group: WLUSA

Application Deadline: 10/02/2026

Wilfrid Laurier University is a leading multi-campus university that excels at educating with purpose. Through its exceptional employees, students, researchers, leaders, and educators, Laurier has built a reputation as a world-class institution known for its rich student experience, academic excellence, and global impact. With a commitment to Indigenization and commitment to equity, diversity, inclusion , Laurier’s thriving community has a place for everyone.

Laurier has more than 21,000 students and 2,100 faculty and staff across campuses in Waterloo and Brantford, as well locations in Kitchener and Milton. The university is committed to providing an inclusive workplace, a flexible work policy and employing a workforce that is reflective of local and national demographics. Laurier's Waterloo, Kitchener, and Brantford campuses are located on the shared traditional territory of the Neutral, Anishnaabe, and Haudenosaunee peoples. This land is part of the Dish with One Spoon Treaty between the Haudenosaunee and Anishnaabe peoples and symbolizes the agreement to share, protect our resources, and not to engage in conflict. Laurier's Milton campus is located on the traditional territory of the Mississaugas of the Credit, and part of the Nanfan Treaty of 1701 between the British Crown and the Haudenosaunee Confederacy.

This job posting is for a current vacancy.

Position Summary

At Laurier, we are a community. It’s what brings our students here and what keeps our people here. As an educational institution, we inspire lives of leadership and purpose in our student community. As an employer, we seek, foster and value the same qualities of leadership and purpose in our employee community.

We currently have an opportunity for you to join the Laurier community as a Graduate Programs Support Coordinator for the Faculty of Science. As a team member of the Dean’s Office, the incumbent will contribute to the service orientation and efficient operation of the unit and more specifically contribute to the success of graduate programming in the Faculty of Science.

Under the direction of the Administrative Manager, the Graduate Programs Support Coordinator will be responsible for various accountabilities related to the coordination of admissions, onboarding and retention of graduate students for the Faculty of Science. Supporting the Associate Dean of Research and Graduate Studies, they are responsible for promotion, recruitment and admissions of Faculty of Science graduate programs.

The Graduate Programs Support Coordinator will work both independently and co-operatively with other staff within the Faculty of Science and its departments, and the Faculty of Graduate and Postdoctoral Studies. The successful candidate will use judgement and discretion in the performance of duties while working with confidential information. The incumbent collaborates with, and provides guidance to the Graduate Program Assistants when necessary, ensuring the effective operations of Faculty of Science graduate programs.

This position has a university-wide mandate and is based at the Waterloo Campus. The incumbent will provide services to all campuses, requiring regular interpersonal interactions and collaboration with departments at the Waterloo and Brantford Campuses. Special attention is given to ensure equitable service delivery across all locations.

Accountabilities

Recruitment

Assists with the development and implementation of a recruitment strategy to meet annual enrolment targets

Researches, assesses and facilitates involvement in relevant external recruitment events and opportunities to promote Faculty of Science graduate programs (e.g., university and career fairs)

Researches, organizes, and coordinates potential internal recruitment events. (e.g., group information sessions, webinars, Graduate Open House)

Liaises with relevant departments and Dean’s Office staff to develop and support marketing strategies

With the support of the Faculty of Graduate and Postdoctoral Studies and Student Awards, advises students on financial aid options (e.g., bursaries, scholarships, government support, etc.)

Maintains thorough records to ensure the best possible customer experience through the applicant’s lifecycle

Compiles data and writes reports as requested by the Faculty of Science leadership team (e.g., recruitment reports)

Assists with the logistics for recruitment events including the budgeting, scheduling, room bookings, catering, event setup, and technology needs (e.g., information sessions, webinars, profile-building events, etc.)

Admissions

Maintains a current and thorough understanding of the Graduate Academic Calendar and University policies and procedures.

Acts as a first point of contact for general admissions information for Faculty of Science graduate programs

Coordinates the program admissions intake process including assembling applications, assessing transcripts, converting grade point averages, and following up on outstanding documentation.

Coordinates the program admissions adjudication process, ensuring that all applications sent to the Department are complete, accurate and verifiable.

Coordinates the admissions contracts, scholarship and funding package s with Departments and the Faculty of Graduate and Postdoctoral Studies throughout the duration of the student’s graduate degree.

Coordinates the submission of graduate support forms with Departments and the Faculty of Graduate and Postdoctoral Studies to ensure timely payment of graduate student’s studentship, TA and RA stipends

Retention and Time-to-Completion Coordination

Develop tools to track student progression and achievement of milestones in collaboration with Departmental Graduate Program Assistants

Ensure students are meeting milestones and elevate to Associate Dean, Research and Graduate Studies as required

Collegiality and Professionalism

Supports Wilfrid Laurier University’s values, vision, mission, and strategy.

Supports and assists colleagues within the Dean’s Office in the Faculty of Science during high-pressure times including support with events and reports.

Maintains confidentiality around programs, reports, and budgets.

Stays current on the most recent and relevant legislation, policies, best practices, literature, and software, related to the accountabilities and qualifications of the position.

Ensures that the supervisor is kept up-to-date on all important items related to the position through electronic or in-person communication and seek advice when necessary.

Qualifications

University degree plus three years of recent, related work experience.

Direct experience in the Canadian higher education system, preferably in an administrative position.

An understanding of Laurier's general policies and procedures is an asset.

Experience with reading and interpreting Graduate Academic Calendars, knowledge of Laurier’s academic calendars an asset.

Experience with supporting graduate students through admission, progression, and graduation requirements.

Experience working within a post-secondary admissions department an asset.

Knowledge of campus student support services.

Experience using time management tools to organize one’s work to meet deadlines.

Experience working under pressure towards tight timelines where priorities and tasks may regularly change.

Experience analyzing and executing tasks with a high degree of accuracy.

Experience coordinating events including logistics, marketing, and communications.

Software:

Advanced Microsoft Word, Excel, and PowerPoint skills, including creating accessible (AODA compliant) documents.

Intermediate Banner, LORIS, and Cognos skills to be able to search, view, and edit information.

Advanced Qualtrics skills to be able to create surveys, build survey flows, distribute surveys, view survey results, analyze results, and generate survey reports.

Communication:

Intermediate verbal skills, including interpersonal, intercultural, and intergenerational skills to concisely explain information to a variety of individuals.

Advanced professional writing skills, including correspondence, meeting minutes, summaries, websites, reports, and the ability to edit other’s documents.

Ability to navigate difficult conversations with colleagues, students and faculty members.

Experience working independently with minimal supervision and the ability to both self-start and be self-motivated.

Experience working within a team and the ability to build strong relationships with colleagues and partners both internal and external to the Faculty of Science.

An understanding of accessibility standards (AODA) and how they relate to the position.

This position has been deemed eligible for Educational Equivalencies.

Hours of Work: This is a full-time limited term position with an approximate end date of July 23, 2027. The normal hours of work are 8:30 am to 4:30 pm, Monday to Friday. Flexibility in hours will be required, including evening and/or weekend to ensure the accountabilities of the position are completed. These accountabilities may include, but are not limited to, travel, meetings, events, and deadlines. When possible, the manager will adjust the work schedule so that no more than 35 hours are worked in a week.

This role offers limited flexibility regarding flexible work arrangements. Please see Policy 8.14 (Flexible Work Policy) for more information. All arrangement must be approved by the direct manager. On occasion, this schedule may need to be adjusted to meet operational requirements.

Compensation

Level: D

Rate of Pay: $38.80 - $41.02 per hour with an annual step progression on anniversary date up to $44.35 per hour. Considerations for new hire step placements include, qualifications and length/depth of required experience, relevant market rates for similar jobs, internal equity, and estimated learning curve in starting the job.

Job Evaluation Factor Scores

JobEvaluation Factors

Score

Education

4

Experience

3

Interpersonal Skills

3

Applied Reasoning and Analytical Skills

3

Co-ordination and Planning

3

Accountability for Others

1

Impact of Decisions

3

Mental Effort

2

Level of Physical Effort

2

2

Wilfrid Laurier University endeavors to fill positions with qualified candidates who have a combination of education, experience, skills and abilities to successfully perform the duties of the position while demonstrating Laurier's Employee Success Factors.

Equity, diversity and creating a culture of inclusion are part of Laurier’s core values and central to the Laurier Strategy. Laurier is committed to increasing the diversity of faculty and staff and welcomes applications from candidates who identify as Indigenous, racialized, having disabilities, and from persons of any minority sexual and gender identities. Indigenous candidates who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact the Office of Indigenous Initiatives. Candidates from other equity deserving groups who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact Equity & Accessibility. We have strived to make our application process accessible, however if you require any assistance applying for a position or would like this job posting in an alternative format, please contact People and Culture.

Please note, when pre-screening questions are used as part of the application process, AI is utilized to score responses. All other aspects of the hiring process are reviewed by our Talent Acquisition team.