Administrative Coordinator

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Job Requisition ID:

2026-03919

Time Type:

Full time

Employee Group:

Staff

Job Category:

Administrative Support

Employment Type:

Permanent

Department:

Faculty of Mathematics - Dean of Mathematics Office - Women in Math

Hiring Range:

$56,494.16 - $70,617.70

Posting Information:
This posting is for an existing vacancy.

The internal posting deadline for this position is November 19, 2026 at 11:59PM

Job Description:

Primary Purpose

Reporting to the Administrative Manager (AM), the Administrative Coordinator (AC) – Women in Mathematics (WiM) is leading WiM’s Directed Reading & Research Program (DRP) by ensuring the effective coordination of application process, administrative operations, communication and fundraising activities. The AC also works under the direction of the WiM Director to provide strategic and operational support to WiM faculty members, staff and students and oversees and guides co-op students in supporting WiM’s program delivery, student services, promotions, and logistics.

Key Accountabilities

DRP Application Management (for both graduate mentors and undergraduate mentees; three-times per year)

• Collaborates with the DRP faculty members and web application developers to manage and launch the DRP application portal

• Coordinates with the DRP advisory committee to rank DRP-Reading applications

• Liaises with professors for feedback on DRP-Research applications

• Maintains accurate and up-to-date ranking and feedback records

• Notifies DRP mentors when mentee application rankings are available and ensure timely completion of ranking submissions

• Distributes final mentor and mentee application results in a timely and accurate manner

DRP Administrative Coordination

• Reports to the WiM Director and DRP faculty members by providing weekly updates and completing assigned tasks in support of program operations

• Works with DRP faculty members and former mentors to schedule and facilitate mentor orientation sessions

• Creates spreadsheet templates for DRP team meeting reports to improve reporting efficiency and consistency

• Coordinates with the DRP teams and faculty members to schedule final presentations

• Develops and administers end-of-term surveys and coordinates printing of completion certificates

• Maintains DRP records of current mentors and mentees, past participants, and applicants

• Updates information and resources on the DRP website and DRP Organization Guidelines to ensure accuracy and accessibility

• Prepares and maintains the DRP Mentorship Award list to ensure accurate tracking and recognition of award recipients.

• Works closely with the WiM Director and DRP faculty members to address and mediate conflicts between mentors and mentees as needed

DRP Communications and Fundraising

• Coordinates regular reminder emails and check-ins to DRP teams to support program continuity

• Monitors the WiM-DRP email inbox daily to address application and participant inquiries

• Designs DRP mentor and mentee application posters and collaborates with the WiM co-op student to advertise the program through social media and physical postings

• Liaise with DRP faculty members and Faculty of Mathematics club representatives to communicate DRP application openings to a broader student community

• Oversees article submission processes for the CMS Notes from the Margin, including collection, ranking coordination, and preparation of the final acceptance list

• Collaborates with WiM students to prepare Mathematics Empowerment Funding (MEF) applications and coordinates student presentations

WiM Promotion and Activity Coordination

• Monitors the WiM website and social media channels and identifies opportunities to enhance visibility of WiM

• Advertise WiM’s activities through the web page, social media, printed materials and other means

• Works closely with WiM faculty members and students to organize student-led activities which promote EDI through research, networking, outreach and/or career development programs

• Assists with the planning and execution of WiM’s student-led social events, conferences, panel discussions and workshops

• Documents student-led events and report on outcomes for future improvement

• Manages the setup and staffing of WiM booth at events

Other Administrative Support for WiM

• Prepare data and statistical reports as required for the WiM Director

• Creates, formats, proofreads, prints, distributes and/or publishes various confidential presentations and documents for diverse audiences

• Advises the WiM Director of any problems in the WiM programs and recommends improvements

• Organizes and attends WiM meetings to stay informed on current work, staffing, projects, and priorities, while preparing agendas, materials, reports, and presentations, and handling minutes, meeting notes, responses, and special requests

• Effectively organizes and maintains WiM’s SharePoint site, including keeping the site curated, using appropriate naming conventions, filing, archiving, and deleting files as appropriate

• Prepares text for and maintains the WiM website

• Providing ongoing support to the WiM Director as needed

Purchasing & Financial Assistance

• Assists the WiM Director and the AM in overall budget management through ongoing management and reconciliation of annual program area budgets

• Prepare Concur expense claims for WiM visitors, faculty members, staff and students

• Responsible for purchasing plaques for the Dean's Distinguished Lecture Series and the Distinguished International Women in Mathematics Day Colloquium

Co-op Student Coordination

• Initiates and coordinates the Work Placement co-op student hiring process termly and provides detailed information to the AM

• Provides recruitment support to the AM, including pre-screening, reviewing and summarizing resumes and cover letters, and scheduling and conducting interviews

• Responsible for the preparation and delivery of a variety of key messages to incoming co-op students including welcome messages and details about their orientation schedule and pay details for the upcoming term

*All employees of the University are expected to follow University and departmental health and safety policy, procedures and work practices at all times. Employees are also responsible for the completion of all health and safety training, as assigned. Employees with staff supervision and/or management responsibilities will ensure that assigned staff abide by the above, and actively identify, assess and correct health and safety hazards, as required.

Required Qualifications

Education

• Undergraduate degree

• Equivalent combination of education and experience will be considered

Experience

• 2 years of administrative experience with a demonstrated working knowledge of UW policies, procedures, and available campus resources.

• Previous experience planning and managing events

• Experience working within a large and complex organization (post-secondary environment considered an asset)

Knowledge/Skills/Abilities

• Well-developed organizational, analytical, interpersonal, and communication skills (oral and written).

• Demonstrated ability to work collaboratively, build consensus, maintain confidentiality, exhibit sensitivity to the needs and interests of a variety of stakeholders, and support the functioning of a diverse team both within an individual department and across a larger institution

• Strong attention to detail and organizational skills coupled with the ability to handle multiple tasks, meet deadlines and excel in a fast-paced environment characterized by changing priorities

• Evidence of independent judgement in the areas of time management, task prioritization, and decision-making

• Demonstrated ability to thrive in and contribute to an integrated and collaborative team environment and to apply a positive team approach to working with colleagues

• Proactive project management skills and ability to complete complex tasks professionally

• Intermediate skill level using Microsoft Word, Excel, PowerPoint, and Google Workspace

• Other technical skills: SharePoint, Outlook, WCMS, Teams, Zoom, Canva

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 [email protected] or 519-888-4567, ext. 45935.