Orientation Coordinator

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Posting Information:

This posting is for an existing vacancy.

The internal posting deadline for this position is March 19 2026 at 11:59PM.

This position is being offered as a Secondment or contract opportunity. Contract end date: September 30 2027.

Job Description:

Primary Purpose

The Coordinator Orientation is responsible for developing coordinating and delivering programs and services aimed at helping new first-year students successfully transition into the University of Waterloo. This includes working closely with staff and students in all six faculties and the Waterloo Undergraduate Student Association and actively considering the diverse needs of incoming students when making decisions about programs and services. They are accountable to the Specialist New Student Transition but works closely with all staff in the SSO particularly staff working directly with Faculty partners. This is to ensure integration and coordination of programs and services offered including but not limited to Orientation and other New Student Transition initiatives. Each year the University of Waterloo welcomes roughly 7000 new first-year students. Orientation programs exist to help these students adjust to the academic social and lifestyle expectations and transition to UWaterloo. Programs for incoming transfer exchange and graduate students exist to support these audiences as well with support from other members of the New Student Transition team. The Coordinator demonstrates a commitment to equity diversity inclusion and anti-racism through their program design and operational practices.

Key Accountabilities

Project Management

In collaboration with faculty and campus partners develops and coordinates the recruitment hiring selection and ongoing training and appreciation of student staff and volunteers

Holds staff student staff and volunteers accountable to key dates deadlines and expectations within the Orientation planning process by clearly articulating expectations in advance providing regular reminders and following up promptly if concerns arise

Develops and maintains extensive program documentation (e.g. action plans) outlining program goals outcomes progress and recommendations for future offerings for numerous Orientation processes and events

Works collaboratively with representatives in each faculty departments across campus and staff in the Student Success Office to support the planning and implementation of transition initiatives including but not limited to pre-arrival communications and online resources

Program Assessment

Knowledgeable and up-to-date on the needs of incoming first-year students including best practices at other institutions current trends and forecasting future developments in student affairs and applies this knowledge to new student transition programming and pre-arrival supports

Works closely with staff in the SSO faculties and the Waterloo Undergraduate Student Association to develop and implement assessment measures for first-year student Orientation

Uses student feedback and data to provide recommendations for future program adjustments and considerations

Staff and Volunteer Development

Outlines clear expectations and responsibilities for contract staff and student volunteers

Provides ongoing leadership development for contract staff and student volunteers through regular meetings and feedback including goal setting and performance management

Maintains consistent and appropriate levels of communication with contract staff and student volunteers to ensure ongoing engagement and accountability

Responsible for the recognition and appreciation of staff and student volunteers. They work closely with other staff in the SSO to ensure compensation and appreciation of student staff and volunteers is equitable whenever possible.

Outlines clear expectations for all direct reports around workload management and manages team conflicts fairly and professionally

Relationship Building

Works in close partnership with the Waterloo Undergraduate Student Association and all six faculties to plan implement and assess Orientation programs for first-year students and support the development of upper-year student leaders

Works closely with other staff in the SSO to ensure there is a coordinated and integrated approach to program development and delivery and outgoing and internal communications

Responsible for contributing to a strong employee/employer relationship with all direct reports

Participates in and contributes to regular team and departmental wide meetings as appropriate

Required Qualifications

Education

University degree required or equivalent experience in a related field (e.g. Recreation & Leisure Higher Education and/or Student Services).

Experience

Volunteer management/previous staff supervision experience particularly in a student leadership capacity.

Experience in a student services setting working with students faculty members/instructors staff and student associations.

Program/project management experience is an asset.

Demonstrated experience with Orientation and/or new student transition programming.

Experience working with large Excel spreadsheets data analysis and report writing.

Knowledge/Skills/Abilities

A record of and commitment to participating in ongoing learning and engagement in the areas of equity diversity inclusion anti-racism and accessibility.

Proven ability to take initiative and be both creative and flexible.

Outstanding interpersonal communication skills including written oral one on one and group.

Demonstrated ability to contribute to and thrive in a collaborative environment and to apply a positive team approach to working with colleagues within and outside of the office.

Proven ability to manage multiple demands stay organized and prioritize effectively.

Knowledge of Waterloo Orientation structure including specialized programming for diverse student populations and the new student transition experience.

Demonstrated ability coaching student staff in event management facilitation and program content development- particularly related to new student transition and/or Orientation programming

Proven facilitation skills and an ability to communicate to diverse audiences both in person and online. Political acumen is strongly preferred.

Intermediate technical skills with the following programs: MS Word Excel PowerPoint

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.