University of Waterloo

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IDEAS Co-ordinator

IDEAS Co-ordinator

Requisition ID 
Job Category  
5532 - Registrar-Undergrad Recruit
Job Status 
Temporary Appointment (Contract)
Hiring Range 
$44,335 - $55,419

More information about this job


Term: 4.5 months


This role is contingent on funding.


Within the Marketing & Undergraduate Recruitment (MUR) unit of the Registrar’s Office, responsible for organizing, executing, and evaluating the IDEAS Summer Experience (IDEAS). IDEAS is a 2-week enrichment program for international teenage innovators. Accountable for leading key IDEAS deliverables, which culminate into an integrated program.


Responsible for planning, organizing, and executing the IDEAS Summer Experience

  • Manage IDEAS applications and follow up with admitted students, including tracking participants’ payments, visas, flight information, and requisite IDEAS forms
  • Enhance communications plan and communicate with IDEAS participants/parents pre-and postarrival
  • Develop and supervise an integrated on-campus and off-campus social program
  • Develop an effective onboarding program, including expectation setting for students and IDEAS staff
  • Develop an effective cultural awareness program engaging participants from around the world
  • Act as the first line of contact with on-and off- campus partners in planning and executing IDEAS
  • Based on IDEAS revenue, plan program using allocated funds, monitor budget, work with MUR’s
  • Administrative Co-ordinator to ensure invoices are paid, and ensure program is delivered on budget
  • Book off-campus transportation and secure health insurance for participants
  • Determine and set the menu for participants
  • Plan photography and video development to promote future IDEAS Summer Experience programs
  • Develop and deliver activities to ensure the success of the BIG Ideas presentations
  • Serve as a role model, maintain good relationships, and develop a sense of community with IDEAS participants (approximately 40 students)
  • Problem-solve any issues IDEAS participants/mentors may encounter
  • Engage participants to actively participate in activities
  • Will live in residence with IDEAS participants and mentors during scheduled shifts for the 2-week duration of the program.
  • As part of a team, you will be responsible for the success of the program, the safety of the students, and to safeguard the University’s reputation

Responsible for managing IDEAS operations and evaluation

  • Update and maintain IDEAS SmartSheet to ensure all activities/actions are accounted for and delivered in a timely fashion. When IDEAS is complete, update for future IDEAS and organize associated files/documents for future Coordinators
  • Attend meetings, take meeting minutes, and follow up where appropriate
  • Continue to enhance the Safety Procedures and Protocol Manual
  • Develop a survey plan, including check-in survey, mid-point survey, and final survey
  • Create and administer surveys, analyze data, and develop conclusions and recommendations for future IDEAS Summer Experience programs
  • Write a comprehensive summary and evaluation report with recommendations to enhance future IDEAS Summer Experience programs

Responsible for hiring, managing and motivating IDEAS Mentors

  • Develop and manage the recruitment, hiring, selection, training, and evaluation of 10-12 IDEAS Mentors
  • Hold IDEAS Mentors accountable to key program deliverables and expectations
  • Create and maintain a work environment that fosters, recognizes, and rewards supportive mentorship, professional quality, respectful communication, creativity, positive energy, and synergy
  • Responsible for the scheduling of staff and reporting payroll hours, ensuring labour law and University human resource policies are followed


  • Working towards a University degree or equivalent education and/or experience
  • Experience as a university residence Don or Summer Camp Counsellor strongly preferred
  • Experience developing and leading programs for high school level students
  • Experience planning and delivering an integrated recreational program
  • University leadership/mentorship experience in a student community (e.g., orientation week leader, Shad Valley, student ambassadors, student teams, etc.)
  • Experience hiring, managing, and evaluating student employees
  • Demonstrated ability to think on the spot, improvise, solve problems, and independently make effective decisions
  • Excellent relationship management skills and demonstrated ability to contribute to a collaborative environment
  • Experience setting and managing budgets
  • Experience developing action-oriented communications
  • Ability to influence and motivate others
  • Demonstrated ability to thrive in and contribute to an integrated and collaborative team environment and to apply a positive team approach to working with colleagues
  • Must have and active First Aid certificate
  • Must pass a Vulnerable Sector Check