University of Waterloo

  • MASc/MEng Coordinator/Advisor

    Requisition ID
    Job Category
    Academic Services
    2200 - Electrical & Computer Eng
    Job Status
    Regular Full-Time
    Hiring Range
    $45,561 - $56,951
  • Overview

    The MASc/MEng Program Coordinator/Advisor (Coordinator) is a specialist position responsible for the administration of all Electrical and Computer Engineering Masters programs, including the online Electric Power Engineering program. S/he must assist and advise graduate students throughout their graduate program from admission through to degree completion and ensure compliance with all academic regulations. The Coordinator also manages Ontario Visiting Graduate Students, the Canadian Graduate Student Research Mobility Agreements and exchange students. 


    The Coordinator is a key component of the quality of student experience in ECE. The Coordinator must have an appreciation for the diverse backgrounds and experiences of the department’s student body.


    Academic Advising and Student Support

    • Provides guidance and support to masters students on academic regulations, policies, requirements, procedures, and individual program requirements 
    • Serves as the main point of communication between masters students and the university including significant news, procedural changes, important dates, and other relevant information
    • Responds to enquiries pertaining to the department’s course-based graduate programs
    • Investigate inquiries of a complex and unique nature and advocate on behalf of students who require accommodations or non-standard arrangements
    • Interprets and applies university regulations, and Faculty/department policies and procedures to help resolve student issues
    • Prepares documentation regarding cases of academic dishonesty, student appeals, etc.
    • Acts as a liaison between students and faculty members regarding change of supervisor
    • Provides advice or direction and work with stakeholders on academic issues to help students cope with stressful circumstances or negative academic decisions
    • Provides assistance on academic and non-academic matters as needed, redirecting students to appropriate resources on campus
    • Exercises judgment with respect to confidentiality and sensitivity of student issues/concerns
    • Assist new students, mostly international, with their transition to Waterloo

    Graduate Program Administration

    • Monitors student academic progress from admission to convocation
    • Liaises with Graduate Studies and Post-Doctoral Affairs (GSPA) to ensure that a admission conditions are met and resolves any outstanding academic issues
    • Reviews course registration and other academic requirements to ensure milestones are completed
    • Co-ordinates MASc research seminars
    • Updates and maintains student records and graduate student database (FileMaker)
    • Identifies academic progression issues and provides guidance for resolution of problems
    • Confirms proper procedures are followed to ensure a student’s eligibility for the conferment of a master’s degree
    • Applies Faculty and department academic policies, programs and procedures and identifies potential solutions to issues
    • Consults with the Manager and Academic Coordinators to resolve more complex cases
    • Provides background information, research, advice, and administrative support in the academic decision-making process
    • Generates reports as required for program revisions, departmental appraisals, etc.
    • Maintains appropriate records to demonstrate compliance with safety information
    • Organizes orientation activities, departmental information sessions, and special events
    • Completes a weekly review of the FileMaker discrepancy report and resolves any issues
    • Collects course syllabi for each upcoming term and updates the graduate course listings website
    • Enters course list for each term into the FileMaker student database
    • Oversees all graduate grade submission and uploads grades into FileMaker

    Visiting Graduate Students

    • Coordinates the Ontario Visiting Graduate Students (OVGS) and Canadian Graduate Student Research Mobility Agreements (CGSRMA), as well as, exchange students
    • Maintains visiting graduate student records on FileMaker
    • Serves as primary point of contact for OVGS, CGRSMA and exchange students
    • Serves as a resource for faculty members wishing to host CGRSMA students
    • Prepares customized invitation letter from the department detailing visit arrangements
    • Reviews OVGS/CGRSMA acceptance forms, supporting documents, and obtains required signatures if applicable
    • Submits completed CGRSMA applications to the GSPA
    • Submits completed OVGS forms to the GSPA
    • Verifies funding, immigration and health documentation as required
    • Follows-up on outstanding documentation as required for CGSRMA
    • Completes extension requests for CGSRMA students
    • Assists CGRSMA and exchange students with their transition to Waterloo


    • Attends meetings of appropriate committees and/or workgroups
    • Assists with new graduate student orientation
    • Provides backup assistance for other graduate team members as needed
    • Recommends enhancements of department data management software (FileMaker)
    • Maintains procedures and documentation pertaining to the responsibilities of the position
    • Provides support to periodic internal and external graduate program reviews
    • Provides back up coverage for the other administrative staff during absences
    • Other duties or projects as assigned by the Manager or Administrative Officer


    • Bachelor’s Degree or equivalent education and/or experience in a related field
    • Three plus years related experience in an academic environment. Student advising experience preferred
    • Comprehensive understanding of university policies and procedures as they relate to graduate studies is strongly preferred
    • Intermediate to advanced skills with Microsoft Office, databases and other web based applications required – Excel, Word, Outlook, SharePoint, FileMaker, WCMS, PeopleSoft, and student information systems such as Quest and OnBase
    • Ability to learn and adapt to specialized software and systems at the University
    • Unwavering commitment to client-centered service and a positive, dynamic, outgoing approach in interactions with students, clients, and colleagues
    • Ability to maintain confidentiality and appropriately handle confidential data and information
    • Ability to think and act quickly and effectively under pressure, exercising tact, diplomacy, discretion and good judgement
    • Ability to identify and assess problems, and to develop and implement creative ideas for solving non-routine situations
    • Effective information gathering and analytical skills
    • Proven ability to manage multiple priorities with a high level of initiative, flexibility, thoroughness, accuracy, and attention to detail, with minimum supervision is essential
    • Ability to set priorities and remain organized in a deadline driven environment required
    • Excellent written and verbal communication skills including the ability to articulate and interpret issues, guidelines or policies to others clearly and without error.
    • Multi-cultural competency with the ability to work with diverse student body in a crosscultural environment
    • Demonstrated advising skills with the ability to support students through difficult situations
    • Proven ability to create and maintain effective working relationships with faculty, staff, and students
    • Experience in event planning and group presentation skills an asset


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