Job Description

At the University of Waterloo, we create and promote a culture where everyone can reach their full potential. As an employee, you get support & opportunities that empower you to advance your career. Explore how we can bring big ideas to life, together. The University is a welcoming workplace for those of all abilities, interests, and expertise. As part of our workforce, you can do what you do best, every day.
Job Requisition ID: 2025-01146
Time Type: Full time
Employee Group: Staff
Job Category: Administrative Support
Employment Type: Permanent
Department: Faculty of Science - Earth and Environmental Sciences - Administration
Hiring Range: $60,384.87 - $75,481.09
Posting Information:
Internal posting will close on January 15, 2026 at 11:59 pm
:
Primary Purpose
The Administrative Coordinator ensures the efficient daily operations of the Chair's office and supports the department's strategic goals. This role provides oversight and guidance for key academic processes, including faculty recruitment, tenure and promotion, performance evaluations, sabbaticals, and academic appointments. The Administrative Coordinator facilitates smooth departmental operations by delivering essential services and coordinating activities effectively.
In addition, the Administrative Coordinator serves as a primary point of communication, meeting directly with faculty and staff to share critical information and offer confidential advice, including interpretation of policies and procedures. The role also provides vital support for departmental events and communications, ensuring their successful execution.
Key Accountabilities
Administrative support for the Chair:
Provide comprehensive direction and guidance to the Chair to meet the teaching, research, outreach and advancement activities/goals of the department
Ensure the effective functioning of the Chair's office through meeting management, document creation/management and travel arrangements; keep the Chair apprised of priorities and urgent matters requiring immediate attention
Manage departmental systems for confidential/sensitive files, correspondence and database for Faculty, Cross-appointed Faculty, Adjunct Faculty, Sessional, Post-Doctoral Fellows, Research Associates, visitors, volunteers, IVGS students
Provide direction and prepare confidential information on behalf of the Chair
Ensure continuity when transitioning academic administrators through effective record keeping, training and mentoring
Manage Chair's calendar, schedule and activities
Faculty Relations Administration:
Support the Chair in recruiting, appointments, evaluations, promotion and retention of Faculty members
Provide direction and guidance to DACA chairs in the recruitment of new hires
Manage and develop processes for departmental recruitment and advertising according to Policy 76, including application systems, interview schedules, travel arrangements and logistics, appointment packages and preparation of UARC documentation
Lead onboarding and immigration procedures for new Faculty members; ensuring that all support services are arranged
Provide direction and guidance for Faculty Performance Evaluation process and timelines, in consultation with the Chair and according to the Memorandum of Agreement
Manage the Faculty Performance Evaluation submission process, including submission summaries and evaluation letters for faculty members on behalf of the Activity Performance Reporting (APR) Committee
Manage the Promotion and Tenure process, in consultation with the Chair, according to Policy 77
Manage sabbatical submissions; inform faculty of deadlines, review requests in consultation with the Faculty of Science Administrative Officer and in accordance with Policy 3
Manage academic appointments and serve as a resource for policy and procedures related to academic appointments, overload, administrative appointments, leaves and retirements
Manage schedules, deadlines and documentation submitted to the Chair
Provide direction and advice to committee chair on procedures for formal submissions and contracts; work in partnership with Chairs to create final reports and submissions
Departmental Administration:
Manage special projects as assigned by the Administrative Officer and/or Chair
Provide support to the Administrative Officer as required
Provide direction and guidance on university policy changes and implementation
Draw on departmental, faculty, and institutional data to prepare statistical reports, as required
Manage appointments, renewals, immigration documents and onboarding for Post-Doctoral Fellows, Research Associates, Sessional Instructors, Visiting Researchers, Cross Appointments, and International Visiting Graduate Students
Organize travel and logistics for Department guests (seminar speakers, interview candidates, etc.)
Coordinate travel expense claims for faculty candidates, external guest speakers and visitors according to Policy 3
Primary contact for procuring departmental supplies (teaching and operational) using WatProcure, owner of department Purchasing card
Oversee logistics (vehicle and accommodation rentals, purchasing equipment and supplies) related to field courses.
Coordinate information for Academic Program Review brief including gathering faculty CVs, faculty statistical data and research output; coordinate site visit
Provide support for departmental committees and sub-committees
Develop administrative structure for committee membership, membership recruitment and meeting operations; Manage confidential voting procedures for elected committees
Departmental Communications:
Develop tools and manage department incoming/outgoing mail, mailing lists, Teams/Sharepoint sites, meeting and classrooms, department vehicle bookings, seating databases, alarm/key authorizations, phones, printers and IT needs
Manage development and maintenance of department website, events calendar and other media in accordance with the EES and Faculty of Science strategic plan
Develops tools for marketing, communications, and alumni outreach purposes
Work with Science Communications staff to develop and prepare content for research impact stories
Manage electronic displays for EES in consultation with Science Communications
Record minutes for monthly Executive and Department Meetings and post to SharePoint/Teams
Manage department SharePoint site and Teams channels while ensuring proper permissions are in place to maintain security and confidentiality of posted resources
Departmental Events:
Manage department events by developing itineraries, schedules, arranging travel logistics and catering, creating promotional materials and managing registration processes. Events include Seminar Series, Advancement/Outreach events (Farvolden Day), Department Social events
Required Qualifications
Education
University degree or equivalent combination of education and experience
Experience
3+ years of senior administrative experience
Experience in an academic environment is preferred
Experience developing and maintaining websites and Sharepoint/Teams
Experience working with communications, both internal and external, is required
Experience supporting recruitment and promotion of faculty members is preferred
Experience making independent decisions and handling confidential information with minimal supervision is essential
Experience coordinating events is an asset
Administrative experience in a complex, dynamic and fast-paced environment necessary with ability to manage multiple priorities concurrently and accurately
Knowledge/Skills/Abilities
Demonstrate a high level of professionalism and handle situations with tact and diplomacy
Demonstrated ability to maintain strict confidentiality
Exceptional interpersonal and communication skills (verbal and written) are required
Excellent organizational skills, strong attention to detail and the ability to prioritize multiple tasks in a high-volume office
Ability to use technological solutions to improve processes and communication
Excellent working knowledge of Microsoft Office, Outlook Calendar, SharePoint, Teams, Adobe, WCMS3, Workday, Watprocure, Concur, and Immigration forms.
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, Metis 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 hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.

Skills Required