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Job Requisition ID:

2025-00649

Time Type:

Full time

Employee Group:

Staff

Job Category:

Academic Administration

Employment Type:

Temporary

Department:

Office of the Registrar - Records Communications

Hiring Range:

$60,384.87 - $75,481.09

Posting Information:

Term: 2 Year
The internal posting deadline for this position is Thursday October 9, 2025, at 11:59PM.
This position is being offered as a Secondment or contract opportunity.

Job Description:

Primary Purpose

The Curriculum Management Specialist plays a critical role in the efficient development and management of the university's Undergraduate Studies Academic Calendar (“Calendar”), ensuring an accurate and accessible digital publication, while adhering to policies and procedures. The Undergraduate Calendar provides official information about dates, courses, programs, and related academic regulations and policies for students and applicants, as well as general information about the University.

This role spans various key accountabilities, including Calendar development, curriculum management system resource (including technical software support), user training, reporting, and communications.

The Specialist also acts as the web content co-ordinator for several large-scale employee-facing websites within the RO, co-ordinates registrarial mass email communications to employees, and supports the Manager with work involving academic regulations, ceremonial hood distribution for convocation, and curriculum development and approval.

Key Accountabilities

Curriculum Management System (CMS)

• Develops and delivers regular training sessions for curriculum management users (proposers, approvers, agenda builders), provides one-on-one coaching as required, and is a point of contact for inquiries, troubleshooting, and solving problems.

• Ensures training and procedural documentation for stakeholders is current and relevant.

• Participates in both superuser and end-user testing of new releases of system software or new features.

• Provides detailed accounts of system software issues to be relayed to the vendor.

• Attends meetings of the Calendar/Curricular Working Group and prepares meeting notes.

• Assigns users and roles to appropriate academic units within the system for staff/faculty using the software.

• Provides system data upon request.

Undergraduate Studies Academic Calendar

• Reviews submitted materials for accuracy of content, grammatical correctness, compliance with accessibility legislation, and Waterloo style guidelines.

• Supports in the processing of editorial and governance proposal submissions in preparation for publication in the academic calendar.

Undergraduate Curriculum and Academic Policy

• Acts as back up to the Manager and attends faculty-level undergraduate studies curricular meetings.

• Assists the Manager when academic policy and/or academic regulation needs are identified in special projects within the RO.

• Conducts research on academic policy or regulation-related matters when requested, may include consultation external university partners.

Convocation

• Responsible for the creation of ceremonial hood rack documentation.

• Updates the hood colour chart for distribution to the Associate Director, Community Relations & Events and W Store.

• Works convocation shifts as a Hooding Area Supervisor; trains Hooding Area Assistants during assigned shifts.

Employee-facing communications and information distribution

• Co-ordinates all aspects of mass email communications to employees, in conjunction with student communications where applicable: scheduling, drafting, obtaining approvals, generating electronic extracts from the student information system using query tools, testing, ensuring quality control, deploying, reviewing analytical data, and sharing with campus stakeholders.

• Responds to all generic email accounts that support our websites.

• Assists the Manager with the monthly production of an employee newsletter.

Employee-facing website and form maintenance

• Maintains an editorial calendar for employee-facing websites within the RO: Office of the Registrar, Registrar Resources, Important Dates, Advisors Resources (co-owned with Student Success Office), Academic Calendar and Curriculum Management.

• Assists the Manager in identifying new content opportunities.

• Performs routine maintenance on websites to ensure all online content is up-to-date and accurate, error free (quality control); working closely with various content stakeholders to keep content current or to create new content/build new web forms.

• Completes recommended changes and design, and responsible for data retention of web forms on employee-facing websites.

• Is a point of contact for inquiries, troubleshooting, and solving problems; liaises with IST when issues arise.

Required Qualifications

Education

• University degree required, or a suitable combination of post-secondary education and experience.

Experience

• Minimum 1-2 years experience in a role where curriculum/academic calendar-related activities is a key accountability.

• Minimum 1-2 years experience developing and delivering training sessions.

• Intermediate experience and knowledge of producing accessible web content and accessibility requirements (AODA).

Knowledge/Skills/Abilities

• Effective writing, editing, and proofreading skills for a variety of content and excellent attention to detail

• Excellent customer service focus is critical for success.

• Demonstrated analytical and problem-solving skills with an ability to manage a high volume of work with extreme accuracy and independence.

• Excellent interpersonal skills, tact, judgement, and diplomacy essential; demonstrates professionalism and discretion when dealing with confidential or sensitive matters.

• Excellent organizational skills (including planning and prioritization) with the ability to manage multiple and changing priorities while meeting deadlines.

• Ability to work independently and accurately and to take initiative when minimal direction is provided.

• Good project management skills.

• Advanced knowledge of MS Word and Excel.

• Intermediate knowledge of web content management (Drupal, HTML).

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is coordinated within the Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage 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+.

Positions are open to qualified candidates who are legally entitled to work in Canada.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.