Operations Coordinator

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Posting Information:

This position is an external contract. The contract end date is September 1 2026.

Job Description:

Primary Purpose

The Coordinator is responsible to the Director for coordinating administrative scheduling budget project management and technology and software processes for the WCC and SSO. The incumbent coordinates the daily operational and business functions of the WCC and SSO: excellent and friendly student service; appointment and program scheduling including teaching software management; financial administration for the WCC; human resource management support for the WCC; space and supply management; and metrics tracking and reporting. The incumbent also liaises with the UWaterloo Life team for all marketing and communications activities.

Key Accountabilities

Administrative and Operational Leadership:

Responsible for providing operational and administrative coordination support strategic input and advice ensuring the seamless operation of the WCC and SSO including but not limited to:

o Advising the Director WCC on key operational matters including programming and scheduling assessment and data collection budgeting strategic planning policies and processes

o Maintaining a comprehensive understanding of University of Waterloo policies guidelines and procedures and advising the Director WCC and WCC/SSO leadership where relevant

o Maintaining an up-to-date set of departmental policies and procedures; helping to draft and/or amend policies in consultation with the Director WCC; ensuring that department policies and procedures are in line with University policy and strategic plans; communicating policies and procedures to WCC and SSO staff; and helping to ensure policies and procedures are followed by staff and other relevant stakeholders

o Designing implementing revising and maintaining internal processes and systems to support the units operations and programs including projects systems record-keeping supplies flextime space booking etc.

o Coordinating front-line contact and customer service for the WCC and SSO; ensuring that students receive friendly and comprehensive assistance; will manage a WCC and SSO reception desk including supervision of front desk staff

o Leading and contributing to relevant committees and working groups within the WCC and SSO

o Sitting on committees and groups representing the WCC and SSO as needed

o Providing organizational and administrative support to various department-wide and campus-wide projects and to the Directors and Leadership Teams as needed

Responsible for managing WCC technology software and systems including:

o Creating renewal plans assessing needs coordinating logistics issuing maintenance tickets purchasing and otherwise managing office and computer equipment through the relevant support departments. Also assists the Director with procurement processes as needed

o Managing and maintaining software subscriptions and purchases; overseeing shared drives including OneDrive MS Teams and any other shared drives used by the WCC

o Liaising with IST to manage software contracts troubleshoot technical issues and ensure the operationality of the WCC and SSOs booking appointment workshop and teaching software

Responsible for coordinating staff and program schedules and for providing support for programs including:

o Coordinating with the WCC leadership team to create termly and annual schedules across all program areas

o Managing all aspects of the WCC appointment and workshop booking software systems including building and revising schedules inputting staff resource schedules managing client records troubleshooting problems

o Monitoring fluctuations in service usage and demand; providing strategic guidance to the WCC leadership team on decisions related to service development and delivery

o Coordinating the logistics for programming including booking space for workshops events meetings and graduate programs; ensuring adequate staff coverage as needed; ordering and coordinating refreshments supplies etc.

Responsible for overseeing the units user metrics records and reporting including:

o Collecting monitoring and reporting utilization data including producing monthly tracking reports; aggregating and analyzing data to understand usage patterns etc.

o Managing the creation distribution and collection of data from surveys of student users including collecting and reporting on feedback on programs and services

o Advising the WCC leadership team regarding service and program changes trends in utilization and any other changes to relevant data

Designated Health & Safety Coordinator for the WCC and SSO; manages the WCC and SSOs Health & Safety program including:

o Completing annual inspections

o Maintaining first aid kits

o Liaising with the Safety Office as required

o Ensuring that all staff complete mandatory Health & Safety trainings

Finances:

o Assists with forecasting and budget preparation for the WCC

o Manages the WCC and SSO spending methods including WatCards P-Card petty cash etc.

o Tracks WCC spending and budget producing monthly financial reports

o Advises and assists the SSO and WCC teams with large department purchases including procurement processes

o Reviews and submits invoices for payment

Human Resources:

Responsible for the hiring and supervision of direct reports including interviewing candidate selection and hiring providing coaching/performance management as necessary coordinating with Co-op and Students Awards and Financial Aid and for developing job descriptions for student staff as required

Coordinates the onboarding and offboarding all full and part-time staff including coordinating training schedules facilitating training on office policies and procedures existing and new technological systems and other systems related to the units work

Responsible for training WCC staff on teaching and administrative software systems

Required Qualifications

Education

University degree or equivalent experience

Experience

3 years of professional administrative financial and program support experience with progressive responsibility in a university setting is required ideally in an academic support unit or student service department

Demonstrated experience managing operations and scheduling in a busy department including project management and process management

Knowledge/Skills/Abilities

Demonstrates excellent communication skills both written and verbal as well as excellent

interpersonal skills and diplomacy

Demonstrated ability to exercise sound judgement and discretion when handling confidential and sensitive information; excellent analytical and problem-solving skills

Demonstrated ability to successfully work with budgets; comprehensive understanding of

university fiscal policy and procedures is an asset

Demonstrates exemplary customer and student service that is culturally competent and grounded in an equity framework

Exceptional organizational and time-management skills are required with a demonstrated flexibility and agility to manage changing priorities unexpected events etc.

Motivated self-directed able to work independently and as part of a team

Works collaboratively with and contributes to the functioning of a diverse team

Demonstrates advanced proficiency in Microsoft Office suite

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 or ext. 45935.