Graduate Coordinator and Advisor

University of Waterloo•Waterloo, ON

3d•CA$61,955 - CA$77,444•Onsite

About The Position

The Graduate Advisor and Coordinator provides academic advising, program coordination, and administrative support for the graduate programs in the School. The position is responsible for managing graduate student applications, administering funding and awards, supporting course scheduling, and ensuring alignment with University and Faculty policies. This role serves as the primary point of contact for graduate students and supports the Program Manager, Associate Director, Graduate Studies, as well as the Director and faculty members.

Requirements

A post-secondary degree or diploma, or an equivalent combination of education and experience, is required.
Proven administrative experience advising students within an academic environment.
A thorough understanding of UW policies and procedures related to graduate studies and scholarship requirements is essential.
Proficient with Quest, OnBase, ASIS, and LEARN
Proven ability to work independently with minimal supervision and as a team member with a high level of initiative in a fast paced, deadline-driven work environment.
Well-developed organizational, analytical, interpersonal, customer service and communication skills (oral and written).
Strong interpersonal skills and the ability to interact in a positive and supportive manner.
Demonstrated commitment to confidentiality.
Proven attention to detail, and accuracy while handling a high volume of work is required.
Skilled in engaging students through thoughtful questioning, anticipating their needs, and applying sound judgement in support and decision-making.
Well-versed in addressing a wide range of student concerns, including those related to mental health and personal challenges, with empathy and a strong commitment to student success and well-being.
Intermediate skill level using Microsoft Teams, Word, Excel, Outlook, Sharepoint, PowerBI and WCMS.

Responsibilities

Advises prospective and current graduate students on admissions, program requirements, milestone completions, petitions, grievances, thesis submissions, and graduation.
Coordinates PhD progress reporting, thesis proposal approvals, comprehensive exams, and defenses.
Reviews transcripts for graduation clearance and confirms completion in Quest.
Issues letters for immigration, funding, and other official purposes.
Refers students to appropriate campus resources and supports academic appeals or petitions.
Maintains accurate and confidential student records and communications.
Coordinates work term report submissions, grading, monitoring and awards.
Maintains department records and database of current students and graduates, including confidential correspondence.
Conducts final review of students’ transcripts to ensure all requirements have been met for program completion. Confirms final update for graduation on Quest.
Collaborate with Graduate Studies and Postdoctoral Affairs (GSPA) and other central services to ensure timely processing of student milestones and records.
Assists in developing graduate course schedules.
Manages applications to MA and PhD programs, including transcript evaluation, average calculations, and confirming application materials.
Advises prospective students on eligibility, alternate preparation pathways, and admission requirements.
Prepares admission recommendations and offer letters in coordination with the Program Manager, Associate Director, Graduate Studies, and Graduate Studies and Postdoctoral Affairs (GSPA).
Communicates with applicants and referees to resolve issues with submissions.
Monitor and manage student-related financial processes, including tracking and disbursement of scholarships, awards, bursaries, and graduate funding packages in compliance with university guidelines.
Assigns Teaching Assistants (TAs) and proctors for undergraduate courses, ensuring alignment with funding packages and course needs; including preparation of contracts, oversight of hours, and maintaining compliance with collective agreements.
Prepares TA, RA, and scholarship budgets; processes payroll submissions.
Issues funding statements and monitors funding status for graduate students.
Works with Program Manager and Associate Director(s) to provide conflict mediation between TAs and instructors when required.
Advises on graduate awards and scholarship opportunities including OGS, SSHRC, UW bursaries and awards.
Reviews and compiles scholarship applications and calculates averages.
Prepares materials for committee reviews and maintains funding records.
Manages award tracking and reconciliation of departmental award accounts.
Organizes graduate orientation and promotes student engagement through department events and initiatives.
Maintains consistent communication with students using multiple modalities (email, web, social media).
Develops and implements marketing and recruitment plans for graduate programs.
Supports alumni relations and participates in government recruitment initiatives.
Provides administrative support to Program Manager, the Director and Associate Director, Graduate Studies, including meeting scheduling, preparation of agendas.
Coordinates internal and external reviews such as IQAP/OCGS graduate program review
Compiles data for reporting, self-studies, and planning processes.
Supports implementation of graduate policy and procedures across the department.
Supports the annual School budget process.
Supports special projects and strategic initiatives as assigned by the Program Manager or Associate Director.
Serves as a backup to other advisors during absences or peak advising periods.
Attends venues/events when necessary, acting as part of the Arts recruitment team.
Continually build expertise through training and apply a clear understanding of both the breadth and boundaries of authority in relation to the job duties.