University of Waterloo

  • Graduate Coordinator

    Requisition ID
    Job Category
    2950 - School of Computer Science
    Job Status
    Temporary Appointment (Contract)
    Hiring Range
    $41,377 - $56,951
  • Overview

    The Graduate Coordinators provide administrative support to the School’s graduate programs.  Their work encompasses all administrative and program advising functions from admissions through to convocation.


    Term: 6 to 7 Months



    • Process applications to the School’s graduate programs while ensuring compliance with the admissions requirements and conditions of the School, the Faculty of Mathematics and the University.
    • Pre-screen applications for the Admissions Committee and bring strong applications to their immediate attention.
    • Maintain knowledge of current policies and procedures pertaining to graduate admissions.
    • Provide administrative support to the Director, Graduate Studies regarding the admission processes and funding for applicants.
    • Provide support to applicants regarding deadlines, procedures, admission requirements, funding support, and ESL language requirements.
    • Record admission decisions and prepare offers of admission and funding support.

    Student Advising

    • Advises graduate students, including incoming students and prospective applicants, to guide them through program choices, as well as through personal issues which need to be skillfully interpreted and filtered through University resources as required.
    • Interpret and provide an in-depth understanding of graduate policies and procedures as they relate to scholarship and University and School policies pertaining to graduate students.
    • Advise students regarding program/course requirements, procedures for the PhD Comprehensive examinations, seminar and thesis presentations, thesis submission and defense, procedures and issues concerning term registration, financial assistance, course enrolment, program extensions, progress reports, co-op placements and degree completion.
    • Ensures that graduate students adhere to deadlines, issues including, but not limited to requests for extensions, course changes, thesis submissions, calendar changes and convocation requirements.
    • Monitor the academic progress of students and advise the Graduate Director of any concerns.
    • Review and recommend for approval transcripts for degree completion.

    Payroll Administration

    • Manages all administrative aspects of the teaching assistant and instructional assistant assignments in the School.
    • Monitors funds available for graduate student support and each term’s assignments for consistency with School policies.
    • Advise faculty supervisors about payroll procedures and deadlines.
    • Determine term RA, TA and IA payments and confirm amount and type with faculty supervisors.
    • Process payments, awards and honoraria.
    • Prepare financial letters for promissory notes for each graduate student each term.
    • Identify and follow up on late payments or problem accounts; resolve payroll issues for students.

    Program Administration

    • Provide background information and statistics for various School reports, committees, accreditation reviews and government institutions; provide research and support to the Director, Graduate Studies.
    • Maintain student files, and update student records on the database.
    • Process paperwork for course drop/add requests, changes of enrolment/program, program extensions, program completion and intention to graduate, and other required graduate paperwork in accordance with University policies and procedures.
    • Publicizes pertinent information and deadlines for external scholarship competitions, such as NSERC and OGS, etc.; collects official documents from on- and off-campus; organizes submitted applications; ensures that all deadlines are met; prepares various summaries for the Ranking Committee.


    • Respond to email, phone and in-person inquiries from applicants and current students.
    • Ensures graduate program information is up-to-date in the university calendar and on the School’s website.
    • Provide letters requested by students for various requirements.
    • Plan and organize grad orientation, convocation and other events.
    • Supports graduate students in acclimatizing to the School and UW environment.



    • Bachelor’s degree or equivalent experience.
      Excellent interpersonal and communication skills (oral and written). 
    • Demonstrated problem solving and analytical skills; attention to detail and accuracy.
    • Ability to work independently or participate effectively as a team member in a complex, dynamic office environment, which has multiple deadlines and priorities.
    • Knowledge of Waterloo’s graduate policies procedures an asset.
    • Intermediate knowledge and experience of MS Word, Excel, PowerPoint, and Content Editor for web content management system.


    Sorry the Share function is not working properly at this moment. Please refresh the page and try again later.
    Share on your newsfeed