Academic Services Coordinator

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This is a contract role goes until July 31, 2026

Job Description:

Primary Purpose
The Academic Services Coordinator provides a board spectrum of responsibilities including but not limited to client service, academic integrity, scheduling, support for core functions (e.g., recruitment and admissions, internal and external events etc.), special projects, data management, and general administrative duties. The position acts as a liaison with units in the Faculty of Engineering and central university services as it relates to key accountabilities. Reporting to the Manager, Academic Services and Engagement (Manager) & Administrative Officer, the Academic Services Coordinator provides exceptional client support for academic programs within the Department of Mechanical & Mechatronics Engineering. The role moves seamlessly between tasks, shifting priorities as directed by Administrative Officer, Manager, the Associate Chair, Undergraduate Studies, Director of Mechatronics (Director), and the Associate Chair, Graduate Studies to address critical needs. The Academic Services Coordinator provides continuity in leadership changes and demonstrates breadth and depth in all core operations in the Department of Mechanical & Mechatronics Engineering.

but not limited to:

Student Experience Administration – Provides a welcoming experience by delivering exceptional service in a student-centered environment. The incumbent is expected to work within established standards and best practice. The Academic Services Coordinator contributes to the development of resources to support the student experience in the Department of Mechanical & Mechatronics Engineering through direct interaction with students visiting the office, and virtual advising. The incumbent supports several key events including open houses, Ontario University Fair, You@Waterloo Day, orientation, student awards ceremonies, convocation receptions, student focused workshops, and internal student engagement events.

Program Administration - Provides administrative support to the Associate Chairs, Director and Chair in all matters relating to the undergraduate and graduate programs. This includes providing background research and support to assist in the academic decision-making process, planning, research and data collection. First point of contact for policies and procedures related to the undergraduate and graduate programs. Maintains in depth and current knowledge of Mechanical & Mechatronics program curriculums and academic requirements for the programs including admission regulations and practices. This position will assist with Mechanical and Mechatronics courses scheduling through consultation with the Department executive as well as the optimization of classroom space. Executes academic administrative processes (e.g., exemption approval, credit transfers, changes to academic standings, grade revisions, calendar changes, academic exchanges etc.).

Student Wellness - Assist students in exploring services, resources and programs to improve skills, build student resiliency, and increase academic success and independence. Monitor students repeating courses and those who are out-of-sync with their cohort. Provide regular and ongoing reports on the state of the student community and factors affecting student well-being to the Associate Chairs, Director and Chair. Provide triage services, including identifying students at risk, to screen students who need counselling and guide those to the appropriate resources (the coordinator is not a counselor, but refers to the Student Wellness Coordinator and/or counselling as appropriate). Deliver immediate support to students in distress; follow up with appropriate referrals. Coach students on personal matters as appropriate especially addressing inclusion of diversity, access and accommodations for disabilities. Maintain current knowledge related to student wellness and disseminate information and knowledge to faculty and other department staff.

Academic Integrity Management – Promotes and facilitates an environment that focuses on academic integrity. The incumbent advises students and faculty on academic integrity matters and academic misconduct. The incumbent acts as an expert resource and provides information on relevant policies and process. The Academic Services Coordinator works with the Associate Chairs and Director on academic offence cases within the Department of Mechanical & Mechatronics Engineering ensuring files are appropriately and accurately managed to completion.

Communications – Works in conjunction with multiple stakeholders within the Department of Mechanical & Mechatronics Engineering, Faculty of Engineering and central units to develop communications as it relates to recruitment, admissions, scheduling, academic integrity, policy and best practice. The incumbent is responsible for developing and delivering consistent, professional, and creative internal communications to engage students.

Support for Special Projects – The Academic Services Coordinator provides expert support on

special projects and strategic initiatives as directed by the Administrative Officer, Manager, Associate Chairs, Director, and the Chair. The incumbent participates in and contributes to discussions on special projects consistent with the Department’s strategic priorities including enhancing student experience. The Academic Services Coordinator may be required to consult with key stakeholders to understand diverse needs.

Support for Core Functions – The Academic Services Coordinator operates as part of larger team contributing to various core functions in the Department of Mechanical & Mechatronics Engineering. Duties may include administrative support and event planning, supporting the recruitment and admissions process, etc. The incumbent may be required to support advising, scheduling, etc. as needed to ensure efficiency in operations.

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is coordinated within the Office of Indigenous Relations.

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 Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

Positions are open to qualified candidates who are legally entitled to work in Canada.

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 [email protected] or 519-888-4567, ext. 45935.