Graduate Program Coordinator

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: 2026-03002 Time Type: Full time Employee Group: Staff Job Category: Academic Administration Employment Type: Temporary Department: Faculty of Mathematics
- Statistics and Actuarial Science
- Graduate Studies Hiring Range: $56,494.16
- $70,617.70 Posting Information This posting is for an existing vacancy. The internal posting deadline for this position is October 16, 2026 at 11:59PM This position is being offered as a Secondment or contract opportunity. Term: 2 years

Job Description
Primary Purpose The Graduate Program Coordinator administers academic services and advises graduate students in the department. The position is responsible for providing effective administrative support to the Graduate Studies Manager, Associate Chair, Graduate Studies, Program Directors, occasional administrative support to the Chair, and general support to faculty in the department. Key Accountabilities Manages applications to the department’s Master’s (MA) & PhD programs, including the following: Advises prospective graduate students on admission requirements, application procedures, alternative programs or preparation required to meet eligibility requirement. Evaluates applications by reviewing transcripts and educational institutions, calculating admission averages, reviewing reference letters, confirming English language proficiency certification, and confirming GRE scores, if applicable. Assists with scheduling of admissions interviews, where applicable. Determines qualified applicants from foreign universities by applying expertise on educational systems that differ according to country and institution. Communicates with applicants and referees regarding problems with their application. Prepares the recommendation for admission and offer letter for the Associate Chair, Associate Dean, Graduate Studies and GSPA Associate Director’s approval. Advises graduate students in consultation with the Graduate Studies Manager and Associate Chair, Graduate Studies as appropriate: Interpret and apply regulations, policies, and procedures for students regarding program requirements, including course selection, milestone requirements, program status and changes, enrolment issues, co-operative education, cross registration, exam regulations, academic deadlines, petitions for extensions, thesis submission and graduate thesis submissions and defenses. Reviews progress reports; arranges for approvals for dissertation/thesis proposals; coordinates thesis defenses. Assists with academic appeals; advise students on processes for student appeals or petitions. Refers students to on-campus resources as appropriate. Issues letters to students verifying funding information for immigration, visa applications and social insurance numbers. Coordinates work term/internship report submissions, grading, monitoring, and awards. Maintains department records and database of current students and graduates, including confidential correspondence. Conducts final review of students’ transcripts to ensure all requirements have been met for program completion. Confirms final update for graduation on Quest. Deliver immediate support to students in distress; follow up with appropriate referrals. Supports the graduate program budget, including the following: Assists in determining budgets based on the number of new and continuing students. Prepares the payroll submission for students employed as TAs, markers and occasionally proctors. Prepares scholarship nominations. Assigns and coordinates departmental and tri-council Research Assistants (RA) in consultation with the Associate Chair, Graduate Studies, and the Graduate Studies Manager. Prepares and issues funding statements to department graduate students for tuition payment. Participates in annual budget process. Scholarship Coordination: Provides detailed graduate scholarship information to graduate students. Reviews all applications for applicable internal and external award/scholarship competitions to ensure the correct procedures have been followed and all supporting documentation has been submitted. Computes course averages based on student transcripts to ensure students’ eligibility. Compiles applications and provides the Associate Chair and/or Program Director(s) with data required to rank applicants. When required, reconciles the department’s scholarship funds; maintains financial summaries, award recipients, and authorizes payment of awards. Assists with graduate student engagement: Develops and assists in delivering the department’s annual graduate student orientation pro