University of Waterloo

Department Coordinator

Requisition ID 2021-6746
Job Category
Systems Design Engineering
Employment Type
Time Type
Hiring Range
$48,376 - $60,471


Term: 1 year


The Department Coordinator reports to the Administrative Officer of Systems Design Engineering and is responsible for providing extensive administrative support to the Department Chair and in particular processes related to faculty appointments.  Provides confidential support to the Chair with respect to administrative activities and ensure that the Chair has the information and resources necessary to handle those duties that require immediate attention and that the office of the Chair operates effectively and efficiently.


Department and Committee Meetings

  • The Department Coordinator schedules meetings and acts as the recording secretary for same at the request of the Chair

  • Organizes Departmental Administrative Committee meetings, (e.g. Appointments, Tenure, Promotions, and Retreats etc.). This includes making arrangements for a meeting room, refreshments, preparation of agenda, taking of minutes and distribution of pertinent reports

  • Keeps an up to date record of the committee memberships. This also involves overseeing the election process which includes the preparation and distribution of ballots (including e-surveys) and final tallying of votes with follow-up notices


Department Records, Files and Operations

  • Organizes and maintain Department files, including confidential files, pertaining to the Chair’s office and their activities and correlate them with files maintained by the Administrative Assistant. This includes the compilation and maintenance of statistical information, faculty files, etc.

  • Maintains statistical information for the Department for use in accreditations (CEAB and OCGS), annual reports, on websites, and departmental planning documents

  • Co-ordinates sabbatical and other leave requests: collect and ensure all documents are received and authorized by the deadlines

  • Manages and records research proposal cover sheets

  • Screens visitors and makes appointments when requested

  • Handles telephone calls for the department in a professional and personalized manner

  • Prioritizes mail for the Chair, anticipate and append additional information to assist the Chair in their response. Responds to email on behalf of the department as forwarded by the chair

  • Organizes the Chair’s schedule, booking appointments, travel arrangements; organizing material for meetings and briefing notes where appropriate, etc.

  • Provides back-up to Graduate and Undergraduate Coordinator(s) during critical times

  • Performs special projects as assigned


Merit, Tenure and Promotion

  • In consultation with the Chair, the incumbent is responsible for establishing departmental timelines for annual merit review proceedings in conjunction with those set forth by the Office of the Dean of Engineering. Specific duties include: collecting year-end reports from faculty members, compiling data related to research grants, publications, teaching and service activities from same, preparing summary forms, circulates complete documentation to Merit Committee Members and the Chair, and arranging meetings. The Department Coordinator is responsible for preparing summary reports of final merit ratings, letters of evaluation for all faculty members in the Department, and reporting the necessary results to the Dean’s Office

  • Coordinates tenure and promotion proceedings as outlined in UW Policy 77 - Tenure and Promotion of Faculty Members - and in guidelines established by the Office of the Dean of Engineering. The incumbent works with the Chair to identify candidates

  • Coordinates the election of a Department Tenure and Promotion Committee, provides assistance in the preparation of briefs, reviews the same for accuracy and completeness (including the presence of sample relevant scholarly works and the names and contact information for the external referees), arranges meetings and forwards all documentation to the Office of the Dean of Engineering


Faculty Searches and Hiring

  • Works closely with the Chair or delegates of the Chair in the recruitment of new faculty hires as outlined in UW Policy 76 – Faculty Appointments. The incumbent is responsible for coordinating applications for vacant faculty positions, liaising with the Offices of the Vice President, Academic and Provost and Dean of Engineering regarding advertising, preparing acknowledgement letters, scheduling visits, arranging meetings of the Appointments Committee and assisting the Chair in the preparation of UARC documentation

  • Serves as back-up for preparation of appointment forms for visitors, post-doctoral fellows, research associates, and sessional appointments

  • Prepares cross appointments and adjunct professor appointments


Financial and HR

  • Holds the Department PCard and makes special purchases as needed

  • Provides back-up of all duties, including day to day supervision of administrative staff, in the absence of the Administrative Officer

  • Keeps the Chair and other Department members informed of University-related matters. Includes updating of office manuals, e.g., EFC, Policies and Procedures, etc.

  • Assists in the training of new faculty and staff with regard to department and university procedures

  • Co-ordinates sabbatical and other leave requests: collects and ensures all documents are received and authorized by the deadlines

  • The Department Coordinator may be asked to draft routine correspondence on the behalf of the Chair and to review reports and documents being prepared by the Chair

  • All other duties as assigned by the Chair and/or Administrative Officer. Assist the Administrative Officer as required


  • Extensive administrative experience in an academic environment preferred

  • Post-secondary education in a business related field or equivalent education and experience preferred

  • Exceptional verbal and written communication

  • Excellent customer service skills

  • Knowledge of University policies and procedures

  • Intermediate experience with Microsoft suite of products (e.g., Word, Outlook, Excel, Teams, Zoom)

  • Intermediate experience with SharePoint and electronic file management systems

  • Database experience an asset

  • Aptitude for attention to detail and accuracy

  • Occasional duties outside business hours

Equity Statement

The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. The University of Waterloo is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.


The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion.  As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuit/Inuk, Black, racialized, a person with a disability, women and/or 2SLGBTQ+.


All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.


The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at or 519-888-4567, ext. 45935.


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