University of Waterloo

  • Co-ordinator, Administration and Academic Programming

    Requisition ID
    Job Category
    6465 - Housing & Residence
    Job Status
    Temporary Appointment (Contract)
    Hiring Range
    $45,561 - $56,951
  • Overview

    Term: 18 months


    The Coordinator, Administration and Academic Programming liaises with campus and faculty partners to develop, implement, and monitor services which support the academic success of students living in Waterloo Residences – this includes operational management of the Drop-in Tutoring program. The incumbent is also responsible for leading the administrative functions that support Living-Learning operations across the Waterloo Residences.


    Finance and Administration

    • Inform Living-Learning Management Team of upcoming administrative processes and suggested timelines for completing administrative tasks
    • Coordinate the hiring and selection process of and pre-training communications to Living-Learning student staff members (e.g. Peer Leaders, Entrepreneurs in Residence)
    • Prepare and oversee all logistic considerations for student staff training and end of term celebration events, including booking meals, liaising with campus partners and external providers, preparing schedules, sending invitations, setting up space, and other administrative responsibilities
    • Administer payroll for 50-75 student staff each fall and winter term based on staff-submitted timesheets
    • Maintain department files for all student staff to document applications, interview notes, police checks, hiring paperwork, training completion, etc.
    • Coordinate the purchase, supply, and inventory management of Living-Learning supplies
    • Monitor Living-Learning general email account and respond to inquiries in a timely manner

    Program Delivery and Assessment

    • Determine Drop-In Tutoring schedule, courses offered, and recruitment and selection process for Tutors in consultation with Manager, Living-Learning and with faculty contacts
    • Develop and coordinate the recruitment, hiring, and selection of Mystery Shoppers
    • Develop and maintain program documentation outlining program goals, outcomes, and ongoing progress
    • Create and distribute marketing materials for Drop-In Tutoring
    • Coordinate the orientation, ongoing training, appreciation, and recognition of Tutors and Mystery Shoppers
    • Coordinate the collection of information (student and tutor feedback, tutoring attendance numbers) and create reports

    Student Staff Development

    • Outline clear expectations and responsibilities for student staff, ensuring that student staff are performing in accordance with departmental policies, values, and processes
    • Responsible for the recognition and appreciation of student staff
    • Maintain consistent and appropriate levels of communication with student staff to ensure ongoing participation and engagement

    Relationship Building

    • Facilitate strong working relationship with campus and faculty partners
    • Participate in and contribute to regular team and department wide meetings as appropriate
    • Collaborate with counterparts in Residence Life and Desk Services to realize administrative consistency and efficiency within Student Development and Residence Life (e.g. joint student staff orientation activities)

    Special Projects

    • Participate on Priority Goal and Objective project teams as required


    • Completion of post-secondary degree or equivalent education and/or experience
    • One or more years of campus involvement in a post-secondary setting
    • Experience developing and executing programs to meet student needs in higher education
    • Previous experience in administration role is an asset
    • Proven ability to execute a variety of ongoing projects, tight deadlines, stay organized and prioritize effectively
    • Strong interpersonal communication skills, including written, oral, one on one, and group
    • Intermediate skills in the following programs: MS Word, Excel, PowerPoint, SharePoint
    • Ability to take initiative and be both creative and flexible.
    • Ability to gain consensus and work with people representing varying interests while maintaining a strong commitment to student growth and development
    • Familiar with literature and research in student development theory and teaching and learning
    • Occasional evening and weekend work is required


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