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Engineering Exchange Coordinator

Date: October 1, 2014
Reports to (Job Title):

Associate Dean, International

Jobs Reporting (Job Titles): None
Department: Dean of Engineering Office


Main Campus


USG 5/6
35 hr/wk

Primary Purpose

The Engineering Exchange Coordinator manages all aspects of student exchange within the Faculty of Engineering, for both inbound students (STINS) from international partner institutions and outbound University of Waterloo students (STOUTS).  Duties include working with students to provide service and guidance, working with partner institutions to regulate inbound student activity, and working with University of Waterloo faculty and staff to ensure adherence to exchange rules and regulations.  This position is accountable to the Associate Dean, International, in the Faculty of Engineering.

The Engineering International Office is comprised of the Associate Dean, International, Assistant to the Associate Dean, International, and the Engineering Exchange Coordinator.  The Engineering International Office works in close collaboration with Waterloo International, Cooperative Education and Career Action, Faculty of Engineering offices responsible for undergraduate programs, graduate programs, research and external partnerships.  The Faculty of Engineering has exchange agreements with more than 80 institutions in 30 countries around the world that are reviewed regularly to ensure that they provide the necessary exchange opportunities to satisfy student academic and cultural needs.

One of the key responsibilities of the Engineering Exchange Coordinator is to serve as the primary point of contact to students, faculty, administrative staff, and exchange programs.  This includes inbound as well as outbound exchange students, the UW Exchange Program Coordinators, staff in Cooperative Education and Career Action, Registrar’s Office and Waterloo International.  The incumbent advises these groups on matters related to application requirements, procedures and status.  Supporting the Associate Dean, International, the Engineering Exchange Coordinator contributes to the decision-making process in all matters related to exchange in Engineering, plans and organizes visits from international groups or individuals, arranges promotional events, prepares data for exchange scholarships, as well as for other matters as described below.

Key Accountabilities:

1. Assistance to the Associate Dean, International:

2.  Exchange Website:

3.  Promotional Events:

4.  Assist and advise STOUTS with exchange application process:

5.  Assist and advise STINS with exchange application process and course enrolment:

Position Requirements


Bachelor’s degree and/or equivalent education and experience.


This position requires a board range of exceptional abilities, including cross-cultural understanding, professional and managerial competencies.  Demonstrated ability to take initiative, creativity, and flexibility, along with sound judgment, tact, and problem-solving skills.  Excellent interpersonal and communication skills are required, both oral and written, as the Engineering Exchange Coordinator interacts with a variety of internal and external contacts, both domestic and international.  This position provides assistance to the Associate Dean, International, and in the absence of the Assistant to the Associate Dean, International, the incumbent ensures, where possible, that matters are dealt with in a processional and timely manner.  The incumbent must have a broad knowledge of university policies and procedures related to the administration of student mobility programs and internationalization goals of the University.



Must have strong computer skills, including database development and management, web site design and management, as well as knowledge of UW administrative systems and search engines.  Intermediate level experience with Microsoft Office including Word, Excel, PowerPoint.  Experience with sharepoint an asset.


MS Word Excel PowerPoint Other
word excel powerpoint other

Nature and Scope

Interpersonal Skills:

The Engineering Exchange Coordinator works with several key areas in the Faculty of Engineering and campus wide on exchange processes and practices.  Internal contacts include (but not limited to):

Engineering Exchange Coordinators
Associate Deans, Associate Chairs, Administrative Coordinators
Engineering Society
Engineering Communications
Waterloo International Study Abroad Manager and Coordinators
Office of the Associate Vice President, International
Student Success/International Student Office
Co-operative Education and Career Action
Registrar’s Office
Graduate Studies Office
Student Awards and Financial Aid

All current and potential Engineering Exchange partners worldwide
Embassies/Consular offices
Deans, Directors and their administrative staff

Level of Responsibility:

Specialized work with minimal supervision and provides guidance to others.

Decision-Making Authority:

This position has specialized work with limited supervision from the Associate Dean, International, in the Faulty of Engineering and acts in collaboration with Department Exchange Officers.

Provides functional direction to inbound and outbound exchange students with respect to applications, scheduling, approvals, etc.

Provides functional direction to inbound students with respect to scheduling of courses, managing time conflicts, etc.

Makes decisions about details of events (time, location, etc.) subject to overall plans and budget.

Physical and Sensory Demands:

Minimal demands typical of an administrative position within an office environment.  Much of the time is spent in a comfortable office environment with opportunities to interact with co-workers when required.  The work is varied but much of the time is spent interacting with students, giving direction and advice on the exchange application process and course selection, particularly at the beginning of each term.

Working Environment:

Occasional travel may be required.  Regular working hours with occasional evening and weekend work required.  No significant physical or psychological risks.