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Job Requisition ID:

2025-00645

Time Type:

Full time

Employee Group:

Staff

Job Category:

Academic Advising

Employment Type:

Permanent

Department:

Faculty of Engineering - Electrical and Computer Engineering - Undergraduate Studies

Hiring Range:

$60,384.87 - $75,481.09

Posting Information:

Internal posting closes Thursday, October 9, 2025, at 11:59 pm

Job Description:

Primary Purpose

Software Engineering is a VPA (Vice-President Academic) program offered jointly by the Department of Electrical and Computing Engineering and the David R. Cheriton School of Computer Science. Outside of the Program Manager, there is no additional support staff dedicated to the Software Engineering program, and as a result, a large number and range of responsibilities are delegated to this position.

The Program Manager enhances the quality of students' experience and is essential in their success, retention, and persistence. They are additionally responsible for the day-to-day operation of the Software Engineering program including budgeting and financing related to student society, scheduling of courses and exams, and program administration.

Since Software Engineering is a joint program, the Program Manager must coordinate and collaborate with instructors and staff from various programs and units across campus.

Key Accountabilities

Program Management

· Support the Director, Software Engineering in overall management of the undergraduate program by providing background information, research, advice, administrative support and reporting anomalies.

· Collaborate with Director and Associate Director to determine admissions criteria for students being readmitted to the program.

· Monitor enrollment to ensure students are in the correct courses each term to meet degree requirements.

· Verify students have met degree requirements and approve graduation eligibility.

· Plan and implement retention initiatives and activities to improve retention outcomes and the student experience.

· Analyze students' academic progression and academic standing at the start of each term and generate academic decision codes for the Registrar's Office along with transcript text.

· Identify students who qualify to write supplemental exams; approve their registration form; monitor their performance; notify the Registrar's Office if they pass/fail and any updates to their academic standing.

· Reference letters for students and alumni: gather, organize, and fact-check information; prepare draft for Director's review and signature.

· Analyze midterm grades for first year students and reach out to those in jeopardy of failing the term to discuss options and resources.

· Assess students' academic record to determine if they meet the criteria to participate in UW Exchange and endorse their applications in Passport.

· Arrange course evaluations and communicate with Math Undergraduate Office to ensure they are critiquing the correct courses.

· Monitor the submission of grades to the Registrar's Office and follow up as appropriate.

· Organize and attend events for students, including but not limited to "What I wish I knew in 1B", graduation reception, Fourth Year Design Symposium.

· Participate in campus recruitment initiatives, including but not limited to Ontario Universities Fair, Fall Open House, March Break Open House, You @ Waterloo Day, as needed.

· Reference letters for students and alumni: gather, organize, and fact-check information; prepare draft for director's review and signature.

· Work with Computer Science and Electrical Engineering to support cross-departmental initiatives for SE students.

· Monitor the budget and expenses, and prepare Concur claims for reimbursement, as needed.

Student Advising

· Identify students in crisis and advise on available academic options to help manage workload and personal support services (e.g. Counselling Services, Cooperative Education and Career Action, Accessibility Services).

· Interpret and apply regulations, procedures, and policies for students to provide advice on more complex programs and advising related problems.

· Advise students about alternatives, limitations, and possible consequences of academic decisions pertaining to course selection or program decisions.

· Authorize course substitutions in consultation with the Director and Associate Director.

· Monitor students' academic progress and provide outreach/academic counselling to students who are in jeopardy of failing.

· Summarize and document advice given to each student to ensure continuity and consistency

· Act as an advisor to the recently formed SE Society, which is a representative body for approximately 500 students.

· Maintain clear, transparent communication with the student body regarding funding allocations and procedures.

· Advise on the feasibility and implications of implementing members ideas, initiatives, and decisions.

Student and Alumni Engagement, Communications and Outreach

· Create and maintain information on the Software Engineering website.

· Consult with the ECE Wellness Coordinator to organize student-focused wellness events.

· Create a consolidated calendar in LEARN showing due dates for the graded components of all courses each term.

· Note decline in students' performance and conduct wellness check-ins.

· Create and post Class Prof Hour schedule and encourage students to attend.

· Foster ongoing relationship with graduating students and alumni to support current students through alumni mentorship.

Scheduling Courses/Exams and Enrollment/Calendar Management

· Create the undergraduate course timetable for Software Engineering including classroom assignments according to Registrar guidelines.

· Collect and maintain data on scheduling constraints, build course combinations and manage accordingly.

· Monitor and adjust enrollment reserves and capacity for Software Engineering core courses which may be taught by various departments across campus.

· Forecast course demands and communicate with departments across campus to create course combination.

· Communicate with the English Department and the Communication Studies department to ensure they reserve enough space for Software Engineering students in their courses and to that the courses will be conflict free.

· Manage block enrollment process.

· Represent Software Engineering at the University Timetabling Committee and report back to the Director.

· Coordinate the midterm and final examination schedule with Electrical & Computer Engineering, Computer Science, Statistics, the Math Undergraduate Office, and the First Year Engineering Office, etc. to avoid time conflicts.

· Liaise with Registrar's Office on an ongoing basis in relation to the construction of the master

· university timetable.

· Coordinate and compile information related to program requirements and course descriptions for reporting to the SE Curriculum Committee.

· Communicate and consult with Software Engineering Director to facilitate coordination among relevant academic units.

· Update Software Engineering course catalog and program section of the Undergraduate Calendar.

· Prepare department submissions for approval by FUGS and UAC.

· Attend and participate in Undergraduate Curriculum Committee meetings.

· Update class webpages to reflect relevant calendar revisions.

· Determine which cohorts will be impacted by the changes and update the appropriate academic advisement templates.

Special Projects

· Manage or participate in special projects as they arise

· Participate in the preparation of accreditation reports, such as for CEAB or IQAP.

Required Qualifications

Education

· University degree or equivalent combination of education and experience will be considered.

Experience

· 3 to 5 years of progressive experience performing duties related to the above-mentioned key accountabilities, including demonstrated experience providing sound academic advice and interpreting academic policy.

· Experience using Quest, OAT, EngAdvisor, DCU, and LEARN preferred.

Knowledge/Skills/Abilities

· Demonstrated skill in providing outstanding student services and promoting student success and wellness.

· Demonstrated ability to interpret policies and regulations.

· Strong communications skills, including discretion, judgement and diplomacy.

· Ability to successfully collaborate with a variety of diverse professionals and students.

· Excellent planning, logistical and organizational skills.

· Ability to manage competing priorities.

· Self-motivated, takes initiative with a proactive approach to problem-solving.

· Knowledge of post-secondary curriculum, academic requirements and admission regulations; knowledge of the Software Engineering curriculum, academic requirements, and admission regulations is preferred.

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.