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Administrative Coordinator PhD

2 months ago

Kitchener, Ontario, Canada University of Waterloo Full time
Job Title: Administrative Coordinator PhD

We are seeking an experienced and detail-oriented Administrative Coordinator to join our team in the Faculty of Engineering at the University of Waterloo. The successful candidate will provide administrative support for the PhD program, including managing day-to-day operations, overseeing PhD comprehensive exams, and administering award competitions.

Key Responsibilities:
  • Manage the preparation and retention of records for each doctoral candidate
  • Coordinate the Chair selection process for comprehensive examinations
  • Collect and maintain comprehensive Chair records and mailing lists
  • Prepare regular Chair reports to send to Faculty members and Department Chairs
  • Manage the Comprehensive Exam Extension Request process
  • Coordinate thesis defenses, including database updates, paperwork, and communications
  • Provide administrative support for PhD program applications and admissions
  • Assist with financial management and awards administration
  • Support the Engineering Graduate Studies Committee and Engineering Graduate Operations meetings
Requirements:
  • Bachelor's degree or equivalent combination of education and experience
  • 13 years' experience in a university setting, with a strong understanding of graduate policies and procedures
  • Excellent problem-solving abilities, analytical and organizational skills, and strong written and verbal communication skills
  • Intermediate level experience with Microsoft Office and other software applications
What We Offer:

The University of Waterloo is committed to equity, diversity, and inclusion. We welcome 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+.

We offer a competitive salary and benefits package, as well as opportunities for professional development and growth.