Research Graduate Programs Coordinator

University of Waterloo; Southwestern Ontario; On-site; CAD 56,000 - 71,000; Full time

Job summary

The University of Waterloo is seeking a Research Graduate Programs Coordinator (temporary, 1 year) to support SPHS graduate programs. You will coordinate administrative services, admissions procedures, and data reporting to enhance the student experience.

Reporting to the RGPM and collaborating with the AD-RGP and committees, you will manage records, generate reports, and maintain forms and communications for graduate students, faculty, and staff.

Responsibilities

• Provide administrative support to the RGPM, AD-RGP and Administrative Officer
• Coordinate with the RGPM to ensure the smooth day-to-day, term-to-term, and year-to-year operation of the SPHS research graduate degree programs within established policies and procedures and according to the established calendar of events
• Responsible for tracking and disseminating information to graduate students on all graduate matters including program information and requirements, events, and professional opportunities
• Maintain all graduate student records and progress reports to facilitate the generation of data required by the AD-RGP to examine student progression and plan for advancement
• Provide administrative support as an active member to the RGPM, the AD-RGP, the Research Graduate Programs Executive Committee, the Research Graduate Programs Admissions Committee, the SPHS School Council meetings and other committees/meetings as assigned, to facilitate the coordination and delivery of all aspects of the graduate research programs. Support relating to various committees includes meeting agendas, booking meetings, recording minutes, and monitoring the implementation of all decisions and action items
• Review reports generated by and for the GSPA, for problems, omissions, and accuracy, reporting discrepancies
• Create/manipulate custom queries using Quest data extracts to obtain information for admissions, student academic progress, graduate milestones, etc.
• Utilize available resources and information to create projections, timelines, prepare statistical reports and analysis of short and long-term goals to assist the Associate Director and Research Graduate Programs Manager to make program related decisions
• Coordinate the collection of GRA and GRS information on a term-by-term basis from faculty members
• Create and update new fillable forms using Adobe Acrobat Pro
• Manage and process student forms to facilitate change of enrolment status approvals and course add/drop requests
• Create, maintain, and monitor term progress reports using Qualtrics and Quest to facilitate the generation of information required by the Research Graduate Programs Manager and the Associate Director, Research Programs and to monitor student advancement
• Assist in the coordination of MSc thesis proposals and defenses and PhD comprehensive examinations and proposals, processing required documents, assisting with room bookings and audio-visual equipment
• Work closely with the AD-RGP to ensure policies and procedures are followed and inform supervisors and the AD-RGP when milestones or program requirements have not been met.
• Manage and coordinate fob permit activations and records for SP

Job description

Job Requisition ID: 2026-03013

Time Type: Full time

Employee Group: Staff

Job Category: Academic Administration

Employment Type: Temporary

Department: Faculty of Health - School of Public Health Sciences - Research Graduate Programs

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

Posting Information: This posting is for an existing vacancy. Term - 1 year The internal posting deadline for this position is Friday, October 16 at 11:59PM.

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.

Primary Purpose

The Research Graduate Programs Coordinator (RGPC) provides service to enhance the effective and efficient delivery for the research graduate programs student experience at the School of Public Health Sciences (SPHS). The incumbent reports to the Research Graduate Programs Manager (RGPM) and works closely with the Associate Director-Research Graduate Programs (AD-RGP), as well as liaising with the program faculty, Faculty of Health Dean’s office, Graduate Studies and Post-doctoral Affairs (GSPA) office, the Centre for Extended Learning, and the UW library. A significant aspect of the job is the coordination of research graduate academic counselling and advising, application and admissions procedures, and being the primary point of contact for prospective, transferring and current research graduate students during their tenure in SPHS. The incumbent is expected is expected to be part of an effective team concerned with all aspects of the research graduate programs and to perform the duties of the position within established policies and procedures and according to an established calendar of events, under minimal supervision with instructions from the Research Graduate Programs Manager, the Associate Director-Research Graduate Studies as well as the Administrative Officer.

Key Accountabilities

Graduate Programs Coordination and Administrative Responsibilities

• Provide administrative support to the RGPM, AD-RGP and Administrative Officer
• Coordinate with the RGPM to ensure the smooth day-to-day, term-to-term, and year-to-year operation of the SPHS research graduate degree programs within established policies and procedures and according to the established calendar of events
• Responsible for tracking and disseminating information to graduate students on all graduate matters including program information and requirements, events, and professional opportunities
• Maintain all graduate student records and progress reports to facilitate the generation of data required by the AD-RGP to examine student progression and plan for advancement
• Provide administrative support as an active member to the RGPM, the AD-RGP, the Research Graduate Programs Executive Committee, the Research Graduate Programs Admissions Committee, the SPHS School Council meetings and other committees/meetings as assigned, to facilitate the coordination and delivery of all aspects of the graduate research programs. Support relating to various committees includes meeting agendas, booking meetings, recording minutes, and monitoring the implementation of all decisions and action items
• Review reports generated by and for the GSPA, for problems, omissions, and accuracy, reporting discrepancies
• Create/manipulate custom queries using Quest data extracts to obtain information for admissions, student academic progress, graduate milestones, etc.
• Utilize available resources and information to create projections, timelines, prepare statistical reports and analysis of short and long-term goals to assist the Associate Director and Research Graduate Programs Manager to make program related decisions
• Coordinate the collection of GRA and GRS information on a term-by-term basis from faculty members
• Create and update new fillable forms using Adobe Acrobat Pro
• Manage and process student forms to facilitate change of enrolment status approvals and course add/drop requests
• Create, maintain, and monitor term progress reports using Qualtrics and Quest to facilitate the generation of information required by the Research Graduate Programs Manager and the Associate Director, Research Programs and to monitor student advancement
• Assist in the coordination of MSc thesis proposals and defenses and PhD comprehensive examinations and proposals, processing required documents, assisting with room bookings and audio-visual equipment
• Work closely with the AD-RGP to ensure policies and procedures are followed and inform supervisors and the AD-RGP when milestones or program requirements have not been met.
• Manage and coordinate fob permit activations and records for SP