Administrative 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: 2026-00759 Time Type: Full time Employee Group: Staff Job Category: Academic Program Administration Employment Type: Permanent Department: Faculty of Science - Physics and Astronomy - Administration Hiring Range: $61,954.88 - $77,443.60 Posting Information: This posting is for an existing vacancy. The internal posting deadline for this position is June 3, 2026 at 11:59PM Job Description: Primary Purpose The Administrative Coordinator ensures the efficient daily operations of the Chair's office and supports the department's strategic goals. This role provides oversight and guidance for key academic processes, including faculty recruitment, tenure and promotion, performance evaluations, sabbaticals, and academic appointments. The Administrative Coordinator facilitates smooth departmental operations by delivering essential services and coordinating activities effectively. In addition, the Administrative Coordinator serves as a primary point of communication, meeting directly with faculty and staff to share critical information and offer confidential advice, including interpretation of policies and procedures. The role also provides vital support for departmental events and communications, ensuring their successful execution. Key Accountabilities Administrative support for the Chair: - Provide comprehensive direction and guidance to the Chair to meet the teaching, research, outreach and advancement activities/goals of the department - Ensure the effective functioning of the Chair's office through meeting management, document creation/management and travel arrangements; keep the Chair apprised of priorities and urgent matters requiring immediate attention - Manage departmental systems for confidential/sensitive files, correspondence and database for Faculty, Cross-appointed Faculty, Adjunct Faculty, Sessionals, Post-Doctoral Fellows, Research Associates, visitors, volunteers, IVGS students - Provide direction and prepare confidential information on behalf of the Chair - Ensure continuity when transitioning academic administrators through effective record keeping, training and mentoring - Manage Chair's calendar, schedule and activities Faculty Relations Administration: - Support the Chair in recruiting, appointments, evaluations, promotion and retention of Faculty members - Provide direction and guidance to DACA chairs in the recruitment of new hires - Manage and develop processes for departmental recruitment and advertising according to Policy 76, including application systems, interview schedules, travel arrangements and logistics, appointment packages and preparation of UARC documentation - Lead onboarding and immigration procedures for new Faculty members; ensuring that all support services are arranged - Provide direction and guidance for Faculty Performance Evaluation process and timelines, in consultation with the Chair and according to the Memorandum of Agreement; manage submission process, and coordinate evaluation letters for faculty members on behalf of the Merit Review Committee - Manage the Promotion and Tenure process, in consultation with the Chair, according to Policy 77 - Manage sabbatical submissions; inform faculty of deadlines, review requests in consultation with the Faculty of Science Administrative Officer and in accordance with Policy 3 - Manage academic appointments and serve as a resource for policy and procedures related to academic appointments, overload, administrative appointments, leaves and retirements - Manage schedules, deadlines and documentation submitted to the Chair - Provide direction and advice to committee chairs on procedures for formal submissions and contracts; work in partnership with Chairs to create final reports and submissions Departmental Administration: - Manage special projects as assigned by the Administrative Officer and/or Chair - Provide support to the Administrative Officer as required - Provide direction and guidance on university policy changes and implementation - Provide solutions to administrative issues related to the involvement with the Institute for Quantum Computing and the Perimeter Institute - Draw on departmental, faculty, and institutional data to prepare statistical reports, as required - Manage appointments, renewals, immigration documents and onboarding for Post-Doctoral Fellows, Research Associates, Sessional Instructors, Visiting Researchers, Cross Appointments, and International Visiting Graduate Students - Onboard all new appointments; Ensure completion of mandatory

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Company Intel

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