Research Graduate Programs Coordinator

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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 16at 11:59PM.

Job Description:

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 SPHS
• Prepares all sessional, adjunct, and cross-appointment paperwork and distribute for review and approvals of all required parties

Student Advisement

• Provide confidential advising to students of their individual course and program/plan selection within the context of their educational goals during the academic cycle (guidelines, course requirements, milestones, etc.) in accordance with University policies and procedures. Responses can be by telephone, in-person, and in writing; sensitive to the needs of a wide client base including internal/external transfer students, international students, and students registered with AccessAbility
• Contact for students in crisis. Provides immediate direction to students in a sensitive and confidential manner (academic concerns or personal matters). Connects students with appropriate campus resources and support (Ex. Counselling Services, Accessibility Services, UW Campus Police, Here 24/7, Good2Talk, etc.)
• Assists with reviewing academic progression of students, including annual progress reports, in the research graduate programs and their intent to graduate. Work closely with the Graduate Studies Records team to implement the course progression changes required
• Advise students on scholarship opportunities, procedures for applications, guidelines, deadlines, providing updates and disseminate information to students with respect to their eligibility
• .Manage enrolment permissions, course overrides and Ontario (Canadian) Visiting Graduate Student (OVGS, CUGTA) applications and requests
• Respond to inquiries from potential and existing graduate students. This includes advising undergraduate students interested in graduate studies, and all domestic and international applicants. Special attention is required for International and Permanent
• Resident students who are new to Canada or individuals with Accessibility concerns

Admissions

• Coordinate the application and admission procedures of 150+ applications, communicating with applicants to verify personal data, academic history, transcripts, and other application documents. Using the OnBase system, ensure compliance to program requirements, the distribution of acceptance/rejection letters, the generation of conditions if necessary, and communicating the details of admission
• Navigate complex international credentials and averages transcripts to verify they meet the Ontario admission standards in accordance with GSPA policies and procedures
• Manage the admissions spreadsheet to ensure proper function of complex excel formulae to monitor applicants through the admissions process and track offers and acceptances
• Analyze admission statistics and trends to provide the Research Graduate Programs Manager and Research Graduate Programs Admission Committee with information and data to inform current and future admission procedures, develop admissions timelines to track the admission process and create course enrollment projections
• Evaluate applicants' qualifications and autonomously makes inadmissibility determination
• Assist in the planning and delivery of various events for prospective and current graduate students such Teaching Assistant (TA) workshops, orientation, and graduate recruiting in cooperation with the Faculty of Health
• Assist in the planning and delivery of information sessions for prospective students to disseminate graduate program details. This includes participating in graduate recruitment activities as a representative of the School of Public Health Sciences and attending special events to enhance the curriculum and academic goals of the student body
• Liaison in the Graduate admission process between the applicant, SPHS, HLTH and the GSPA

Recruitment, Communication and Engagement

• Serve as the first point of contact for prospective students to answer inquiries regarding SPHS research graduate programs, admissions, and funding information in accordance with the University and SPHS policies and procedures, via email, telephone, MS Teams or in person
• Maintain the research graduate community LEARN page and research graduate section of the SPHS website, with direction from the RGPM, AD-RCP and the HEALTH Graduate Studies Marketing and Recruitment Specialist, ensuring consistency with UW guidelines
• Prepare Program Handbooks, brochures, and other print media for the research graduate programs, ensuring accessibility requirements are followed
• Coordinate and deliver information sessions for prospective students to disseminate graduate program details in collaboration with the RGPM, AD-PGP and the Dean’s Graduate Recruitment and Marketing Specialist. Participate in graduate recruitment activities as a representative of SPHS
• Assist the SPHS Graduate Student Association (GSA) to provide support as necessary for their programs and activities that support graduate student life in SPHS
• Facilitate regular communication with the graduate student body to ensure students are informed of the goals, objectives, activities, and other relevant information regarding research graduate programs
• Assist in the planning and delivery of various events for prospective and current graduate students such Teaching Assistant (TA) workshops, orientation, and graduate recruiting in cooperation with the Faculty of Health
• Assist in the planning and delivery of information and recruitment events for prospective students to disseminate graduate program details, both on and off campus. This includes participating in graduate recruitment activities as a representative of the School of Public Health Sciences and attending special events to enhance the curriculum and academic goals of the student body
• Assist in the organization and participate in School graduate orientation and information sessions, special event planning, preparing printed materials
• Ensure attention is paid to the diverse needs of all SPHS students and graduate programs

*All employees of the University are expected to follow University and departmental health and safety policy, procedures and work practices at all times. Employees are also responsible for the completion of all health and safety training, as assigned. Employees with staff supervision and/or management responsibilities will ensure that assigned staff abide by the above, and actively identify, assess and correct health and safety hazards, as required.

Required Qualifications

Education

• University degree or equivalent education

Experience

• Demonstrated administrative experience in a post-secondary academic department. Experience with graduate academic advisement and graduate program coordination is an asset
• Knowledge of MSc and PhD programs in the School of Public Health Sciences and familiarity with all policies and procedures related to the graduate programs, especially as they relate to admissions and academic matters, is required
• Demonstrated ability to work independently with little supervision while managing multiple projects and deadlines with changing priorities
• Experience providing customer service, academic support and advising to students and acting as the first point of contact for inquiries
• Experience interpreting academic policies and procedures, especially as they relate to admissions and graduate academic performance
• The incumbent is expected to use discretion while working with sensitive and confidential information
• Relevant university admissions experience and knowledge of GSPA Records processes preferred

Knowledge/Skills/Abilities

• The incumbent must maintain a high level of professionalism and knowledge to handle the volume and complexities of inquiries
• Excellent organizational skills and the ability to prioritize, handle multiple assignments and deadlines is required
• Must possess excellent computer skills including proficiency with the latest word- processing, spreadsheet and database software, (in particular Word, Excel, Qualtrics, Adobe Acrobat Pro, MS Teams). Knowledge of UW specific software (OnBase, LEARN, Quest and Content Management System, preferably Drupal based) is preferred
• Excellent verbal and written communication skills, including the ability to produce reports, as well as interpersonal, analytical, and problem-solving skills
• Attention to detail and accuracy and the ability to process and manage confidential information with discretion are required
• Extensive knowledge of research graduate programs in the School of Public Health Sciences and all policies and procedures related to the research graduate programs is an asset

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is coordinated within the Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

Positions are open to qualified candidates who are legally entitled to work in Canada.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at [email protected] or 519-888-4567, ext. 45935.