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Job Requisition ID:

2025-00813

Time Type:

Full time

Employee Group:

Staff

Job Category:

Academic Advising

Employment Type:

Temporary

Department:

Faculty of Science - Undergraduate Office - Operations

Hiring Range:

$60,384.87 - $75,481.09

Posting Information:

Term: 2 years

This role is being offered as an internal secondment or an external contract.
The internal posting deadline is November 13, 2025 at 11:59pm.

Job Description:

Primary Purpose

The Academic Services Coordinator (ASC) in the Science Undergraduate Office (SUO) provides a broad spectrum of responsibilities including, but not limited to, student advising, curriculum and communications, special projects, and general administrative duties. The ASC acts as a key liaison between academic units in the Faculty of Science, central university services, and external partners. Reporting to the Director, Academic and Student Experience, supporting Associate Dean Teaching and Learning (ADTL) initiatives the ASC supports a diverse range of undergraduate programs and student populations, ensuring proactive, student-centered service delivery. The role requires adaptability and initiative to manage shifting priorities, provide continuity during leadership transitions, and contributes to the ongoing development of academic operations and student experience initiatives within the SUO.

Key Accountabilities

Client Service:

· Builds and maintains effective working relationships with students, faculty, staff, and external partners across the Faculty of Science and the broader university community.

· Provides exceptional front-line service to undergraduate students through multiple channels (in-person, email, phone, virtually), ensuring timely, accurate, and student-centered responses.

· Acts as a liaison between the SUO and academic departments, academic support units (e.g., Registrar’s Office, Co-operative Education), and external/partner stakeholders.

· Supports students with a wide range of academic and administrative needs, including enrollment, course selection, petitions, program changes, and transfer credit inquiries.

· Coordinates and communicates key academic processes such as course scheduling, final exams, and academic standing decisions.

· Assists students navigating complex or sensitive situations, including those involving but not limited to travel abroad, or academic accommodations.

· Contributes to the development and delivery of resources, workshops, and communications that enhance the student experience and promote self-efficacy and academic success.

· Demonstrates flexibility and professionalism in managing shifting priorities and high-volume periods, while maintaining a welcoming and inclusive environment

Specific Accountabilities:

The Academic Services Coordinator is expected to support several key accountabilities including but not limited to:

Student Experience & Advising

· Provides academic advising and support to undergraduate students, including requests for co-op, first-year coaching portfolio and international exchange.

· Supports students with academic petitions, INC grades, readmissions, and transfer credit assessments.

· Acts as a liaison between students and instructors, departments, and central services to resolve academic and administrative issues.

· Assists students with issues while traveling abroad and coordinates travel-related academic requirements.

· Participates in first-year transition activities and mentoring programs.

Academic Operations & Curriculum Support

· Triages and responds to all types of student inquiries (in-person, phone, and email via the science.advisor inbox), ensuring timely replies and appropriate referrals based on inquiry type and volume.

· Monitors, reviews and approves Science student submission in the Student Accountability System (SAS)

· Coordinates termly course scheduling, department consent, and SCI course administration and logistics.

· Gathers and follows up on course outlines and prepares termly memos and instructor guidelines.

· Collects final exams requests and information for faculty-level scheduling coordination.

· Supports curriculum changes and site visits in collaboration with academic leadership.

· Keeps program reviews and academic quality assurance processes on task

· Assists with program change requests for new students

Communications & Outreach

· Manages student communications, including bulk mail, signage, and SciSpace posts.

· Sends communications on behalf of the Associate Dean and Faculty leadership.

· Coordinates and participates in info sessions, partner visits, and community engagement events.

· Maintains and updates the SUO website and related digital platforms.

· Supports onboarding of new staff and coordinates internal communications.

Administrative & Technical Operations

· Hires, trains, and supervises co-op students who support front-line service delivery and ASC-led projects within the SUO.

· Assigns and oversees co-op student tasks, conducts regular 1-1s, and ensures alignment with office priorities.

· Manages various inboxes, STC booking requests, and general administrative support for the SUO.

· Acts as unit purchaser and SUO Pcard holder and coordinates with Plant Operations and IST for work requests, tech support, and office maintenance.

· Oversees office equipment including printers, keys, panic buttons and alarm codes, ensuring smooth day-to-day operations.

Data & Project Management

· Uses ASIS and supports data collection for admissions, enrollment, and program tracking

· Creates and monitors Shopify sites for course payments

· Leads data projects related to student advising, including tracking appointments, drop-ins, and walk-ins facilitated through the front desk on a termly basis

· Supports ADTL activities as needed, including regular meetings with ADTL, supporting external partnership and internal initiatives, student group meetings, special projects, and email account oversight

Required Qualifications

Education

· Bachelor’s degree required; a background in a Science discipline is considered an asset.

Experience

· One to three years’ experience in a front facing service role, preferably in a post-secondary

environment.

· Administrative experience in an academic setting

Knowledge/Skills/Abilities

· Organizational, analytical, interpersonal, customer service, and communication skills (oral and written) required

· Proven ability to provide exceptional front-line service in a fast-paced environment with high volume is required

· Aptitude for attention to detail and accuracy are essential

· Faculty of Science organization, academic departments and programs, and in particular knowledge of policies and procedures relating to undergraduate students an asset

· Intermediate level proficiency with Office 365.

· Student information systems, e.g. Quest, LEARN, WCMS, ASIS, SAS, and ability to learn new systems quickly

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.