University of Waterloo

  • Research Appointment Coordinator

    Requisition ID
    Job Category
    8610 - Inst. for Quantum Computing
    Job Status
    Temporary Appointment (Contract)
    Hiring Range
    $45,561 - $56,951
  • Overview

    Term: 1 year


    The Research Appointment Coordinator, reporting directly to the Assistant Director, Administration and taking direction from the Executive Assistant to the Director is responsible for the advertising, recruiting and hiring process for researchers, including postdoctoral fellows, affiliates, associates and adjunct positions for the Institute for Quantum Computing and partnering departments and institutions.  This role is also responsible for the reporting and statistical data for this group of HQP within the Institute for Quantum Computing and related departments.


    This role is contigent on funding. 


    Research Employment Appointments

    • Download online applications and assemble documentation for review by Postdoc Committee
    • Notify IQC visitor coordinator of potential visits by candidates
    • Look for potential issues regarding start dates, immigration or funding agency eligibility
    • Complete appointment forms and offer letters for new appointments and extensions, obtain signatures and distribute copies as needed depending on departments involved
    • Create a workflow plan and liaise with administrative assistants of seven academic home departments to ensure appointments are timely and records are accurate
    • Work with Legal and Immigration Services at the university to ensure proper immigration paperwork has been processed and completed for international candidates
    • Provide new member orientation upon arrival
    • Ensure salary splits are accurate based on support funding formulas
    • Ensure salaries paid from research grants comply with university and funding agency guidelines
    • Notify IQC Finance regarding billing external contributors and the schedule for invoicing for those parties
    • Arrange Postdoctoral Committee meetings, as well as monthly postdoctoral fellow meetings.  This includes room booking and catering arrangements if needed
    • Track end dates so that contract extensions can be offered, ensuring proper time for processing
    • Notify Committee Chair of departures for exit interviews, etc.
    • Provide administrative support for all IQC Associate and Affiliate Appointments
    • Track and initiate paperwork associated with IQC Associate, Adjunct and Affiliate appointments
    • Maintain Terms of Reference on IQC Wiki

    Data Analysis and Reporting

    • Keep detailed records and statistics for quarterly and annual reporting purposes using internal spreadsheet/database to keep accurate information on incoming, current and former postdocs
    • Maintain financial summary (monthly and annually) by research groups and track IQC support
    • Maintain detailed spreadsheet and/or database with information on Postdoctoral Fellows/Associates/Affiliates and ensure this list is reviewed by the Deputy Director each term
    • Track postdoctoral annual travel spending ensuring


    • Provide backup for other administrative staff during absences or as requested by the Assistant Director, Administration or the Executive Assistant to the Director
    • Attend training sessions on new systems and procedures and meetings as required
    • Keep current with changes in other home departments regarding their processes and procedures


    • University degree or equivalent combination of education and experience
    • 2+ years of work experience in a university/academic environment, preferable working with immigration and employment contracts
    • An understanding of academic environment, in particular a research institute environment
    • Experience managing and planning data for analysis and statistics purposes using Excel and FileMaker Pro
    • Experience working independently and utilizing strong time management skills and handling competing demands on time
    • Experience with financial reporting, analysis, budgeting and forecasting
    • Proficient in Apple computer environment and software, including advanced experience with Microsoft Excel including pivot tables, look-ups, etc.
    • Experience with university systems Concur and Unit4 are assets
    • Experience with SharePoint and FileMaker Pro
    • Strong decision-making and critical thinking skills, and maturity of judgement
    • Strong client-service orientation, striving for excellence in customer service
    • Excellent interpersonal and cross-cultural skills and ability to interact professionally and effectively with all faculty, staff, students and visitors
    • Demonstrated problem-solving and analytical skills are required to determine the nature and urgency of inquiries and issues
    • Ability to work accurately while managing a high work load and multiple demands on time
    • Excellent organizational and time management skills
    • Demonstrated ability to handle confidential information with discretion and tact


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