Program Operations & Exam Coordinator

About the role

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: 2026-01219 Time Type: Full time Employee Group: Staff Job Category: Administrative Support Employment Type: Permanent Department: Faculty of Arts - School of Accounting and Finance - Undergraduate Services and Scheduling Hiring Range: $56,494.16 - $70,617.70 Posting Information: This posting is for an existing vacancy. Internal deadline is Friday July 3rd at 11:59 PM Job Description: Primary Purpose The Program Operations and Exam Coordinator's primary responsibilities include pay administration for the School of Accounting and Finance (SAF') for casual employees; administration of all SAF midterm and final exams; and assisting with the day-to-day responsibilities of the SAF Program Office. The Coordinator provides a high level of customer service to both internal and external stakeholders and applies their thorough knowledge of payroll related legislation, University policies related to HR, graduate and undergraduate programming, and SAF processes and procedures to ensure payroll and exams are administered in a compliant, accurate, and timely fashion. Due to the nature of the role, the Coordinator will encounter confidential information and situations that will require sound judgement, tact and discretion. Key Accountabilities Payroll Administration - Manages the hiring, data entry and reporting for 400+ casual/coop student payroll positions in compliance with Human Resources guidelines and deadlines each term. - Reviews pay related submissions for completeness, accuracy and compliance with University policies, and SAF procedures. - Processes bi-weekly casual payroll for graduate students, proctors, markers, fellowship students, research and course assistants. - Produces and analyzes Workday and other system reports and employs exceptional trouble shooting, critical thinking and data analysis skills. - Supports Workday HR System onboarding for new hires and trains on UW HR procedures. - Organizes, maintains, and files documentation related to the payroll function for audit purposes. - Deals with sensitive data or personal information in a confidential and professional manner, using sound judgement to escalate matters to SAF management or HR as needed. - Ensures compliance with the Employment Standard Act (ESA). Financial Administration and Reporting - Generates payroll and hiring reports and reconcile for budgeting purposes. - Produces off-cycle payments or adjustments as required. - Monitors and maintains SAF inventory of office, exam and program supplies, keeping within budget limitations. - Initiates purchases for office supplies and program support items using PCard or purchase requisitions and maintain supporting documentation. - Adheres to all Finance-related policies regarding procurement and payments. - Reconciles P-Card transactions to statements on a monthly basis and maintain supporting documentation for internal audit purposes. Communications with internal and external stakeholders - Responds to inquiries related to hiring, administration and exam support matters from internal and external stakeholders in a timely fashion. - Performs research where necessary to provide an accurate answer. - Maintains current understanding of University policy, procedural, and administrative requirements related to payroll, procurement and exam administration, communicates these requirements to all stakeholders to ensure compliant and consistent transaction processing. - Provides functional assistance with regard to Workday Payroll self-service features. Exam Administration - Manage the administration of all SAF midterms and final exams for 20-35 courses each term, adhering to all University of Waterloo exam policies and procedures. - Co-manages assigned seating plans for all SAF exams to confirm room resources are sufficient for class sizes. - Arranges and leads proctor meetings with faculty members prior to each exam. - Acts as SAF liaison for the AccessAbility Services Office to administer all exam accommodations. - Maintains a close working relationship with the Registrar's Office and W Print to ensure exams are printed and delivered accurately and timely - Ensures timely and professional communication to Faculty members, proctors and relevant staff about exam details. - Coordinates with W Print on exam scanning and authorizes the delivery/quality control of final exam papers at the secure exam locations. - Ensures the secure handling of exam materials and storage. - Responsible for supervising all SAF proctors - recruits, hires, trains a

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