Operations and Information Systems Specialist

Benefits

Additional Information

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. Learn more about our recruitment process. Job Requisition ID: 2026-00681 Time Type: Full time Employee Group: Staff Job Category: Business Systems Analysis Employment Type: Temporary Department: Office of the Registrar - Administration Hiring Range: $67,688.63 - $84,610.79 Posting Information: This posting is for an existing vacancy. This position is being offered as a temporary contract. Contract end date: November 4, 2027. Job Description: Primary Purpose The Operations and Information Specialist plays a critical role in ensuring the Registrar's Office functions with efficiency, consistency, and compliance. Acting as the central hub for administrative and operational activities, this position oversees documentation governance, procedural standardization, and project coordination to support strategic objectives within the Registrar's Office. The role is responsible for managing centralized repositories, maintaining accurate records, and ensuring adherence to institutional policies, retention schedules, permissions and access, and audit requirements. By streamlining workflows, facilitating communication, and supporting decision-making, the Operations and Information Specialist enables operational excellence across all seven units. Additionally, this position leads onboarding, resource management, and health and safety compliance, while championing process improvements that enhance service delivery and organizational effectiveness. Key Accountabilities Project Governance & Support Organize and support meetings (e.g., Sprint Planning/Retro, Cross-Functional, SIS Steering, Product Owner/Unit Meetings, Office wide meetings, audit focused meetings, and ad hoc initiatives), Own creation of agendas, tracking of outcomes, actions, work, and correspondence to ensure timely information flow. Provide analysis and recommendations to managers on service delivery issues. Define and standardize the end-to-end process of capturing and organizing key information for project documents; govern milestone tracking and meeting data in project management tools to maintain visibility and accountability. Provide deadline reminders and escalate issues to managers as needed; support project closing by ensuring documentation is available for lessons learned and updating impacted processes, tools, and templates. Manage the auditing process ensuring RO staff and project related staff have the appropriate system access and permissions. Documentation Development and Management Create, maintain, and streamline centralized documentation, ensuring accuracy, version control, and consistency across all teams and processes . Manage and support centralized documentation repositories and communication platforms (Teams, Confluence, Jira) to ensure information is accurate, accessible, and up to date. Own and maintain Student Systems Support and RO JSM portals; build and maintain forms, automations, and user access groups. Create plans and gain consensus to standardize tools, processes, meeting cadence, and documentation across systems teams. Apply a consistent approach to tracking milestones and deadlines; develop processes and systematic guidelines that improve clarity, efficiency, and consumption of outputs. Identify and advocate for process improvements for project teams; produce clear, precise reports and updates for stakeholders. Oversee archiving, and destruction of student and office records in compliance with Policy 46 and WatClass retention schedules. Administration and Procedural Standardization Develop and implement standardized administrative procedures to support efficient, consistent workflows across the department. Manage centralized repositories for documentation, ensuring staff have access to current forms, guidelines, templates, and procedural tools. Review documentation prepared by teams to ensure compliance with procedural standards, clarity, and accuracy before finalization or dissemination . Establish and sustain administrative procedures for document management, scanning, archival practices, file retention, distribution lists, and office-wide communications. Lead procedural documentation; guide managers and staff on interpretation and application of university policies, guidelines, and registrarial procedures while maintaining confidentiality. Gather and synthesize information from teams and project managers to support senior decision-making. Serve as a resource for staff and the management group, ensuring documentation, forms, and orientation materials are accurate and available. Administrativ

Your Match

How well this role fits your profile.

Company Intel

What employees say

Worked at uwaterloo? Share your experience