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Graduate Administrator, MASc

Date: April, 2015
Reports to (Job Title): Administrative Officer
Jobs Reporting (Job Titles): None
Department: Mechanical and Mechatronics Engineering


Main Campus


35 hr/wk

Primary Purpose

The Graduate Administrator, MASc Program, is responsible for the administration of the MASc program in the Department of Mechanical and Mechatronics Engineering.  The scope of the position encompasses five main functions: administers admissions to the MASc program; advises MASc students on academic matters and monitors progress to completion of studies; acts as scholarship coordinator for OGS scholarship competition, acts as the scheduling officer for all graduate course offerings, coordinates the allocation of teaching assistantships. 

Key Accountabilities:

1.  Admissions



2. Advising



3.  Scholarship Coordinator




4.  TAship Coordinator



5.  Scheduling Officer




6.  General Administration

Position Requirements


Bachelor’s degree in related field or equivalent combination of experience and/or education.          


Extensive experience in the advisement and administration of an undergraduate studies program in an academic environment . Excellent organizational, analytical, communication and problem solving abilities. Demonstrated ability to handle confidential and sensitive information with discretion.  Excellent interpersonal skills to effectively liaise with the campus community, faculty, staff and students. Proven ability to manage multiple priorities with a high level of initiative, flexibility, accuracy and detail, with minimum supervision.                


Working knowledge of University of Waterloo policies and procedures and Faculty of Engineering examinations and promotions rules and policies.                               


MS Word Excel PowerPoint Other
Intermediate Intermediate Basic Quest, Sharepoint, OnBase

Nature and Scope

Interpersonal Skills:

Required to interact on a daily basis with graduate students, faculty members and other departmental staff to provide advice, guidance and resolve issues. Must demonstrate a high level of empathy, cultural awareness, resourcefulness and willingness to help others.

Level of Responsibility:

Works independently with minimal supervision.  Only atypical cases are referred to the Associate Chair Grad Studies.

Decision-Making Authority:

Exercises independent action within defined policies

Physical and Sensory Demands:

Substantial time is spent sitting at a desk making repetitive movements.

Working Environment:

Will encounter frequent interruptions, periods of high volume activity and deliverables that must meet fixed deadlines. Comfort with multitasking is essential. Students seeking advice at the office may be emotional at times.