University of Waterloo

Academic Services Coordinator

Requisition ID 2021-6939
Job Category
Academic Services
Mechanical & Mechatronics Engineering
Employment Type
Time Type
Hiring Range
$48,376 - $60,471


The Academic Services Coordinator (Coordinator) provides essential undergraduate program support, communications, and student engagement to enhance the overall student experience in both the Mechanical Engineering (ME) and Mechatronics Engineering (MTE) undergraduate programs within the Department of Mechanical and Mechatronics Engineering (MME). The Coordinator plays a key role in supporting the academic mandate of the department by providing administrative support for the effective management of the department’s complex undergraduate programs.


Scheduling and Course Administration

  • Creates all regular and make-up lecture schedules for upper year courses and graduate courses, including reserve caps, course enrolments, classroom size vs enrolment total, course time conflicts

  • Allocates department dedicated classrooms and labs, prepares timetables

  • Department Examination Representative: manages all logistics for mid-term and final exam scheduling, liaises with exam representatives in other departments and evaluates their needs to ensure conflict free exam schedules

  • Department deferred exam representative who manages a high volume of deferred exam requests per term; advises students and faculty regarding deferred exam issues and process discrepancies communicates final deferred exam decision to students and advises on next steps

  • Advises Associate Chairs, Undergrad of any updates or changes to the department teaching schedule

  • Coordinates, analyzes and summarizes TA evaluations for all MME courses

  • Coordinates term proctoring schedule, assigns proctoring duties to graduate students and external proctors, assigns extra proctors as needed, and resolves unforeseen and last-minute changes using sound judgement

  • Act as resource person for faculty, teaching assistants and proctors regarding UW examination regulations and procedures

  • Co-ordinates textbook orders for MME courses, ordering instructor copies, maintains a record of orders each term, and acts as liaison with the UW Bookstore/textbook representatives

  • Assists with final grade submissions for MME courses to ensure grades are submitted on time

  • Provides back up support to Undergraduate Program Coordinators during holidays and absences

  • Manages room bookings for Department dedicated classrooms

  • Manages all infrastructure and technical problems with MME dedicated classrooms, study and computer rooms

  • Works with the Associate Chairs, Undergraduate Studies to maintain MME Faculty teaching and duty cycle records as well as sabbatical planning and eligibility records

  • Works with the MME Teaching Chair to coordinate the MME 4th year exit surveys, analysis and maintenance of MME exit survey data base and records


Communication and Student Engagement

  • Provides input and edits material for marketing and recruitment for the ME and MTE Undergraduate Studies programs using various media including the MME Undergraduate Studies web pages and other social media platforms. Develops and edits department website as required

  • Supports the Undergraduate Advisors in their support to capstone design course instructors and symposium committees as required. Activities may include updating project websites, preparing presentation schedules, collecting project registration forms, collecting and distributing final project reports, and arranging hospitality for visitors

  • Assists with other engagement initiatives to meet retention goals


Administrative Program Support

  • Provides administrative support for the Associate Chairs, Undergraduate Studies

  • Reviews all expense submissions for undergraduate program materials. Includes expenditures and budgets related student design projects and undergrad events

  • Arranges meetings, rooms bookings, catering etc. for committee meetings and other support as required

  • Works closely with the Associate Chairs, Undergraduate Studies to ensure that the Department is meeting its teaching goals and objectives

  • Maintains close working relationship with Undergraduate Advisor/Coordinators for the purpose of sharing information, efficiencies and best practices

  • Works with the Administrative Officer on a regular basis to determine where there are opportunities to complete tasks more efficiently, and works to implement solutions


Undergraduate Research Assistantships and Internships

  • Co-ordinates NSERC USRA applications for MME, confirming eligibility, reviewing applications for completeness and obtaining required signatures

  • Co-ordinates with Financial Coordinators to arrange salary top-ups for NSERC USRA’s and other undergraduate internships and assistantships as required


Other Duties

  • Provides support in all Undergraduate advising areas in the absence of other MME staff and during peak times

  • Other duties as assigned by the Associate Chairs, Undergraduate Studies to support department goals and objectives


  • Two-year college diploma or an equivalent combination of education and experience. Undergraduate degree an asset
  • Minimum two years’ experience in the advisement and administration of an undergraduate or graduate studies program in an academic environment is required. Interpersonal skills to effectively liaise with the campus community, faculty, staff and students. Proven ability to manage multiple priorities with a high level of initiative, flexibility, accuracy and detail, with minimum supervision
  • Experience with LEARN, Quest and web content management system would be an asset
  • Experience including supporting events and organization of logistical elements, assisting multiple individuals including administrative support, committee support, arranging meetings and maintaining calendars, preparing documents and providing customer service
  • Well-developed communication skills (oral and written) with the ability to respond with sensitivity to challenging situations

  • Strong interpersonal skills with the ability to interact in a positive and supportive manner

  • Demonstrated customer service skills with a client focus

  • Demonstrated discretion and respect for confidential information and processes

  • Sound judgement, tact, diplomacy, and patience

  • Proven capacity to handle high volumes of requests and to multi-task

  • Effective organizational and problem-solving skills, flexible, takes initiative and uses resourcefulness to work independently

  • Time management skills, ability to manage multiple priorities from different portfolios, with tight deadlines

  • Attention to detail and accuracy is essential

  • Ability to adapt and implement new technologies

  • Ability to work effectively and successful with diverse stakeholders, international students, and people from a wide variety of backgrounds and cultures

  • Working knowledge of University of Waterloo policies and procedures is an asset

  • May require some after-hours work to support department events

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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