Administrator, Faculty Graduate Studies and Outreach

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Internal posting expires February 5th at 11:59 AM

Job Description:

Primary Purpose

The Administrator, Faculty Graduate Studies and Outreach provide strategic and operational support to the Associate Dean, Graduate Studies, and is responsible for coordinating all key administrative functions associated with the graduate portfolio in the Faculty of Health. The position ensures continuity and consistency in Faculty-level graduate administration as academic leadership changes and supports the full graduate student lifecycle, from recruitment and admissions through program progression, graduation, and convocation, in close collaboration with academic departments and the central Graduate Studies office.

The incumbent develops, implements, and maintains Faculty-level processes related to graduate academic policies and procedures and is expected to possess in-depth knowledge of departmental, Faculty, and university regulations and best practices. Acting as a key Faculty resource, the Administrator provides guidance on policy interpretation and application, leads the implementation of new and revised policies, and coordinates submissions to relevant university bodies, ensuring approved changes are accurately reflected in the academic calendar and related documentation. In addition, the position contributes to Faculty-level graduate strategy by providing analysis, insights, and operational recommendations to support program sustainability, enrollment goals, and continuous improvement.

Key Accountabilities

Academic Services and Operations

· Provides Faculty-level academic and procedural guidance on graduate policies and administrative processes, ensuring consistent interpretation, application, and communication of University regulations across the Faculty.

· Supports graduate academic and non-academic discipline and appeals processes in accordance with University policies, including providing administrative support during investigations, maintaining confidential records, coordinating with relevant University offices, and monitoring case completion to ensure compliance with approved outcomes.

· Serves as coordinator to the Faculty Graduate Studies Committee, preparing agendas, materials, minutes, approvals, and guiding the progression of curricular and policy matters through Faculty, University, and Senate-level governance processes.

· Supports Faculty and University graduate studies strategic initiatives as identified by the Associate Dean, Graduate Studies, including initiatives arising from institutional and Faculty strategic plans.

· Maintains web content for graduate studies, and coordinates updates to the Faculty section of the Graduate Studies Academic Calendar to ensure accuracy, consistency, and compliance.

· Maintains effective working relationships with academic departments, Faculty units, central University offices, and external partners, and provides backup support for graduate studies administrative functions to ensure operational continuity.

· Coordinate PhD thesis examination procedures for the faculty, meeting strict detail and deadline requirements; includes communication with External Examiners, GSPA, and Chair for the oral examination.

Scholarships and Awards Administration

· Coordinates Faculty-level graduate scholarship and award programs, including internal nominations, donor-funded awards, and University-wide scholarships, ensuring compliance with University policies and equitable allocation across departments.

· Maintains and monitors scholarship budgets (e.g. University of Waterloo Graduate Scholarship - UWGS), calculates academic unit allocations, and updates Faculty funding databases, providing guidance to academic units and the Associate Dean, Graduate Studies on optimal use of awards and adherence to relevant guidelines.

· Supports the planning and administration of major University and Faculty awards, including medals, doctoral scholarships, and recognition for graduate supervision and mentorship, facilitating nominations, documentation, and approvals in consultation with departments and the Graduate Studies and Postdoctoral Affairs (GSPA) office.

· Coordinates communications and logistics for scholarship recipients, including annual recognition events, training and information sessions for graduate students, and consultations between departments and the Associate Dean to support both internal and external scholarship applications.

Graduate Recruitment and Outreach

· Provides strategic guidance on Faculty-level graduate recruitment and outreach initiatives, contributing to the planning and implementation of marketing and communications strategies aligned with Faculty and University enrolment goals.

· Represents the Faculty on University committees related to graduate recruitment, marketing, and student engagement, ensuring Faculty priorities and perspectives are incorporated into broader enrolment strategies.

· Monitors trends and guides Faculty recruitment activities and events, including outreach to prospective students, and participation in strategic marketing campaigns.

· Coordinates the development and dissemination of Faculty graduate communications, including newsletters, by leading content collection, setting timelines, and receiving approvals to ensure accurate information reaches target audiences.

· Contributes to storytelling and content creation by identifying notable student, faculty, or program achievements, drafting or editing feature pieces, and collaborating with internal stakeholders to highlight Faculty successes.

· Assists in maintaining consistent messaging and branding across graduate communications, ensuring that content aligns with Faculty and University objectives, reflects key recruitment and outreach priorities, and engages prospective and current graduate students effectively.

Required Qualifications

Education

· Bachelor's degree required, or equivalent education and experience.

· Master’s degree or education in Health-related field considered an asset.

Experience

· Minimum of three years’ experience in an academic environment, preferably with exposure to graduate programs or academic administration.

· Demonstrated knowledge of graduate curriculum, policies, and University regulations related to graduate programs or student support.

· Experience developing, documenting, and implementing administrative procedures related to academic programs or student services.

· Excellent computer and analytic skills including proficiency with Office 365 tools, Slate, Quest and SharePoint.

Knowledge/Skills/Abilities

· Strong communication and interpersonal skills, with the ability to convey information clearly to diverse audiences, collaborate with multiple stakeholders, and represent the Faculty in University and external forums.

· Proven ability to work independently, manage competing priorities, and contribute effectively as part of a team in a fast-paced environment with deadlines and high-volume tasks.

· Excellent organizational and time management skills, including the ability to coordinate projects, meetings, and communications across multiple units.

· Experience contributing to communications, outreach, or engagement initiatives (e.g., newsletters, web content, recruitment events) is an asset.

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 hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.