Manager, Graduate Operations

University of Waterloo•Waterloo, ON

17d•CA$73,695 - CA$92,119•Onsite

About The Position

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: 2026-01527 Time Type: Full time Employee Group: Staff Job Category: Operations Employment Type: Permanent Department: Faculty of Engineering - Dean of Engineering Office - Graduate Studies Hiring Range: $73,695.42 - $92,119.28 Posting Information: This posting is for an existing vacancy. The internal posting deadline for this position is August 7th, 2026, at 11:59 PM.

Requirements

Bachelor degree or equivalent combination of education and experience.
Supervisory or leadership experience to guide process change and mentoring of staff
Demonstrated experience meeting multiple and concurrent deadlines and managing small and large-scale projects
Excellent communication skills, both written and oral
Experience building relationships with a variety of stakeholders and balancing conflicting demands and priorities
Proven ability to succeed in a detail-oriented environment with a high level of initiative and flexibility
Excellent problem solving abilities and good judgment
Experience working with students, faculty and staff and the ability to handle sensitive and confidential information with discretion.
Excellent analytical and organization skills
Proven ability to work independently with minimal direction and as a team member in a busy and varied environment with deadlines, changing priorities and large volumes of work.
Intermediate level experience with Microsoft Office including Word, Excel and PowerPoint.
Intermediate level experience with OnBase, Quest, LEARN and web content management software.
Experience with SharePoint an asset

Nice To Haves

Familiarity with the processes associated with admissions to graduate programs at Waterloo preferred
Previous experience with financial management and data collection and analysis an asset

Responsibilities

Provides strategic and administrative support to the Associate Dean, Graduate Studies and Postdoctoral Affairs
Develops and supports new initiatives, directing workflow to meet Faculty of Engineering goals and objectives
Provides the ADG with confidential and strategic advice, information and data to support decision making
Analyzes internal processes and recommends and implements procedural changes to improve day-to-day operations
Compiles statistical data and assists with the preparation of graduate program reports and appraisals
Provides support to the ADG in addressing cases involving academic and non-academic discipline (Policy 71), student appeals (Policy 72), and student petitions (Policy 70)
Serves as a resource and directs administrative support for the Engineering Graduate Studies Committee (EGSC) and Engineering Graduate Operations monthly meetings including submitting motions to Engineering Faculty Council (EFC) and Senate Graduate and Research Council (SGRC)
Responsible for providing administrative coordination for graduate program reviews and new graduate programs
Provides administrative assistance to the ADG as needed
Provides financial oversight in the EGSO, including scholarship budgets and disbursements, travel expenses and general operating expenses
Has signing authority for all EGSO operating and scholarship accounts
Maintains faculty-wide annual budgets for the UW Graduate Scholarship, Faculty-level endowments and trusts, Engineering Excellence Fellowships, Dean’s Entrance Award, Faculty of Engineering Scholarship, PDEAW, and PDEAW ENG (combined in excess of $2M)
Oversees the recruitment, evaluation, promotion, mentoring, professional development, and retention of administrative staff within the EGSO
Ensures that personnel files, work schedules and vacation records for staff are maintained in accordance with University policies
Fosters constructive working relationships with EGSO staff and sets goals and team agendas
Responsible for establishing and regularly reviewing the administrative structure to ensure that human resources are efficiently and effectively managed
Oversees the day-to-day work of administrative staff; directs, coordinates, and evaluates activities, monitors workload and provides direction and problem-solving support
Ensures timely response by EGSO by coordinating critical back up coverage and cross training for heavy demand periods and absences
Oversees the admissions process for graduate students for the Faculty of Engineering
Works closely with the Strategic Graduate Enrolment Manager and Graduate Recruitment Officer to support strategic enrolment initiatives
Acts as a resource for and directs in-program administration by EGSO staff including PhD Comprehensive Exams, MASc and PhD Thesis Defense Processes, the Accelerated Master’s program, Doctoral Thesis Completion Award competition, 3MT competition, and Program and Comprehensive Exam Extensions.
Fosters constructive working relationships with departmental administrative staff, Associate Chairs, Graduate Studies, and Departmental Chairs
Acts as a resource for department staff, including coaching, training staff to meet new objectives, and supporting problem resolution
Serves as a resource within the Faculty for the interpretation of and ensuring adherence to UW and Faculty of Engineering policies, guidelines and practice
Establishes and maintains faculty-wide best practices to meet operational goals; reviews quality and accuracy of departmental administration, and addresses any concerns with departmental staff, their direct supervisors or Associate Chairs as appropriate
Responsible for all EGSO & Graduate Coordinators meeting administration and content, including chairing meetings
Oversees the Required to Withdraw (RTW) notification, involving the Associate Dean, Graduate Studies and Postdoctoral Affairs where appropriate
Acts as a liaison between the Graduate Studies and Postdoctoral Affairs office (GSPA) and Departmental staff in updating policies and procedures from GSPA and to share feedback on GSPA initiatives on behalf of department staff
Attends GSPA/Faculty administrators meetings on behalf of the EGSO
Responsible for overseeing the scholarship process at the Faculty level including providing guidance to academic units and the ADG to ensure the optimal and appropriate usage of all awards, and endowments and trusts awarded within Engineering, and processing awards nominations
Acts as key administrator supporting awards reviewed by the Engineering Graduate Studies Awards Committee
Manages the review of the Alumni Gold Medal, Governor General’s Gold Medal, Order of the White Rose, and other faculty-adjudicated awards
Identifies eligible candidates for various University and Faculty awards
Reviews and processes nominations for internal and external awards in excess of $2M
Maintains NSERC USRA award nomination process working with departmental Undergraduate administrative staff
Works with stakeholders (ADG, departments, GSPA, etc.) to identify and prioritize opportunities to improve existing processes related to graduate students
Works with stakeholders to implement workflow and process improvements to ensure clear communications with students, staff, and faculty, including measuring and reporting on results
Supports strategic communications for graduate operational processes
Responsible for managing web content for Current Graduate Students webpages at the Faculty level
Maintains current, and develops new procedural pieces for the EGSO to align with University processes
Manage and maintain the EGSO SharePoint site ensuring content and resources are relevant and current
Responsible for the Faculty of Engineering section of the Graduate Academic Calendar
Reviews motions for approval by EGSC and identifies and advises departments and the Associate Dean, Graduate Studies and Postdoctoral Affairs when revisions are required
Develops process notes, handbooks, etc., for routine graduate processes
Creates and maintains manuals for EGSO operations positions as well as best practices and policies and procedures for departments
Creates messaging to inform award nominees of competition outcomes