University of Waterloo

Graduate Studies Assistant

Requisition ID
Job Category
Student Services
Systems Design Engineering
Job Status
Regular Part-Time
Hiring Range
$21,292 - $26,615


Assist the Graduate Studies Coordinator in the Department of Systems Design Engineering. Responsible primarily for the processing of MEng graduate student applications and provide support for current MEng graduate students. Assist in any other areas of graduate studies as required.


This is a regular part-time position.



  • Process MEng applications
  • Review application files using On-Base registration system and ensure all paperwork has been received and applications are complete
  • Ensure that successful applicants meet minimum requirement for acceptability and then processed for admission vis Assoc. Chair Graduate Studies



  • Process records for all MEng students including course drop/add forms, program changes, intent to graduate forms
  • Responsible that student has met all degree requirements to graduate


Academic Counselling for MEng Students

  • Provide assistance to MEng students regarding deadlines, issues relating to program extensions, program/course changes, seminar requirements, convocation requirements in accordance with University policy and procedure according to Engineering Studies Manual
  • Provide assistance as necessary to international students and new permanent residents



  • Event planning and recruitment events to promote graduate studies within Department and on-line



  • Process requests for IVGS, coordinate visits/paperwork for 50+ International Visiting Graduate Students


  • Bachelor’s degree; or equivalent combination of education and experience
  • Two years of administrative and graduate studies work experience in an academic environment preferred
  • Demonstrated experience with OnBase and Quest is an asset
  • High level of computer literacy and willingness to learn new programs (OnBase, Quest, Infosilem)
  • Demonstrated ability to work effectively and discreetly with confidential and sensitive information
  • Must possess strong client service focus and sensitivity to diversity
  • Exceptional organizational skills with the proven ability to handle high volume competing demands and meet deadlines with minimal supervision
  • Familiarity with programs and knowledge of policies and procedures relating to graduate students is an asset
  • Aptitude for attention to detail and accuracy are essential
  • Excellent communication oral and written skills
  • Intermediate to advanced knowledge of Microsoft Office including Outlook, Word, Excel and PowerPoint
  • Office based, occasional overtime


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