Appointments & Administrative Coordinator

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This posting is for an existing vacancy.

The internal posting deadline for this position is Thursday, February 5, 2026, at 11:59PM.

Job Description:

Primary Purpose

The Appointments & Administrative Coordinator position provides essential administrative and compliance support to ensure the smooth and effective operation of the department. The role coordinates appointments, hiring processes, and international visitors while ensuring adherence to institutional policies, funding requirements, and immigration and employment regulations. It also delivers administrative support, liaises with internal and external stakeholders, and contributes to the efficient delivery of departmental operations and special projects.

Key Accountabilities

Research Sponsored Appointments

· Reviews requests for research funded appointments and ensures compliance with relevant policies and guidelines concerning academic appointments and processes.

· Identifies inconsistencies or potential problems and collaborates with faculty to resolve issues around non-faculty and research sponsored appointments.

· Facilitates the invitation process for short-term visitors e.g. guest speakers and business visitors.

· Ensures salaries proposed meet Faculty and/or University guidelines.

· Manages verifications of academic credentials, immigration documents, medical insurance, etc.

· Works with UW’s Immigration Specialist to ensure compliance with CIC immigration regulations as they relate to study permits, work permits, visas to reduce potential liability and risk to the department, Faculty and University.

· Informs potential appointees, principal investigators and staff of immigration documents required for appointments of non-Canadians/Permanent Residents in consultation with UW Immigration.

· Verifies validity of issued immigration documents, e.g. work permits and Social Insurance Numbers, to ensure that appointees are legally entitled to start work at UW.

· Ensure foreign workers have UHIP or health insurance coverage.

· Liaises with Financial Coordinators to ensure availability and eligibility of funding sources for salaries.

· Processes frequent changes to appointments and renewals, as required.

· Compiles monthly report on upcoming terminations and completes Termination Notices to prevent salary overpayments.

· Maintains ECE database on all non-faculty and visiting appointments, including a tracking system to ensure that non-Canadian/Permanent Resident employees maintain eligibility to work in ECE.

· Liaises with Payroll and the Dean’s Office regarding foreign workers and immigration status related data.

· Notifies contractual employees and visiting academics of requirement to provide up-to-date work authorizations to continue employment or renew appointments.

· Confirms temporary foreign worker status and/or applicable LMIA exemptions under Canadian immigration laws or international agreements that expire during the appointment period.

· Keeps up to date with current immigration requirements and employment legislation.

International Visiting Graduate Students (IVGS)

· Serves as a resource for faculty members wanting to host IVGS students.

· Reviews IVGS acceptance form, supporting documents, and obtains all required signatures.

· Prepares customized confirmation letter from the ECE supervisor and department chair detailing visit arrangements.

· Submits completed IVGS applications to the Graduate Studies & Postdoctoral Affairs Office.

· Verifies funding, immigration and health documentation.

· Follows-up on outstanding documentation required for IVGS registration.

· Completes extension requests for IVGS students as required.

Temporary Employment Contracts

· Front line support for hiring faculty providing advice and guidance regarding internal policies and procedures as they relate to temporary hiring.

· Follow up with prospective employees or hiring faculty where data is incomplete or non-compliant, or where clarification is needed.

· Responds to external inquiries from applicants related to temporary hiring process.

· Submits temporary employment for students and research assistants as directed by supervising faculty members in Workday.

Departmental Administrative Support

· Supports the Assistant to the Chair and the Departmental Advisory Committee on Appointment (DACA) with faculty recruitment. Acts as on-campus host during faculty recruitment, greets candidates and accompanies them to meetings and provides assistance in setting up for their seminars.

· Maintains inventory of departmental supplies completing, processing and maintaining paperwork for purchasing.

· Processes shipping and courier requests.

· Assists with compliance and accreditation audits, as required.

· Provides back-up support to the front desk and the Assistant to the Chair roles, as required.

· Assist with special projects and other duties as assigned by the Administrative Officer or Assistant to the Chair.

Required Qualifications

Education

· Post-secondary diploma or degree in business-related discipline or equivalent education and experience.

Experience

· Minimum of three years of experience in an academic office environment.

· HR operational experience with knowledge of general HR practices and immigration is an asset.

Knowledge/Skills/Abilities

· Strong interpersonal and cross-cultural relationship skills with the ability to interact with faculty, staff and students from a wide variety of backgrounds and cultures in a tactful, professional and diplomatic way.

· Good communication (oral and written) skills.

· Demonstrated problem-solving and analytical skills are required to determine the nature and urgency of inquiries and issues, and triage appropriately.

· Experience dealing with highly sensitive and confidential matters with discretion.

· Detail oriented and able to deal with large volumes of information arriving from various sources

· A continuous improvement mindset and an exceptional customer service focus are critical for success.

· Strong time management and organizational skills to deal with frequent interruptions and changing priorities.

· Ability to input data accurately and extract data to compile data reports from database.

· Accuracy required for reviewing supporting documentation for legal compliance.

· Demonstrated ability to work independently in a fast-paced and varied environment, with changing priorities and multiple demands.

· Sound judgement and ability to interpret and apply policies required to provide advice on complex procedures.

· Knowledge of academic appointment and temporary employment offer processes is an asset.

· Understanding of UW policies and procedures, and CIC regulations pertaining to international appointees a strong 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.