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The University is a welcoming workplace for those of all abilities, interests, and expertise. As part of our workforce, you can do what you do best, every day.Learn more about our recruitment process.Job Requisition ID:2026-01527Time Type:Full timeEmployee Group:StaffJob Category:OperationsEmployment Type:PermanentDepartment:Faculty of Engineering - Dean of Engineering Office - Graduate StudiesHiring Range:$73,695.42 - $92,119.28Posting Information:This posting is for an existing vacancy.The internal posting deadline for this position is August 7th, 2026, at 11:59 PM.:Primary PurposeThe Manager, Graduate Operations is a senior administrative position in the Engineering Graduate Studies Office (EGSO), reporting to the Associate Dean, Graduate Studies and Postdoctoral Affairs (ADG), and is responsible for overseeing day-to-day operations and operational improvements to business practices in the EGSO. The Manager provides operational leadership in carrying out activities under the Associate Dean’s portfolio including confidential activities at a senior level.

The Manager provides leadership to the administrative team, both within the EGSO and for all Engineering Graduate Coordinators. This position will also work closely with the other senior administrative staff within the EGSO, including the Strategic Graduate Enrolment Manager and Graduate Recruitment Officer, on strategic initiatives related to admissions and student success.Key AccountabilitiesProvides strategic and administrative support to the Associate Dean, Graduate Studies and Postdoctoral AffairsDevelops and supports new initiatives, directing workflow to meet Faculty of Engineering goals and objectivesProvides the ADG with confidential and strategic advice, information and data to support decision makingAnalyzes internal processes and recommends and implements procedural changes to improve day-to-day operationsCompiles statistical data and assists with the preparation of graduate program reports and appraisalsProvides support to the ADG in addressing cases involving academic and non-academic discipline (Policy 71), student appeals (Policy 72), and student petitions (Policy 70)Serves as a resource and directs administrative support for the Engineering Graduate Studies Committee (EGSC) and Engineering Graduate Operations monthly meetings including submitting motions to Engineering Faculty Council (EFC) and Senate Graduate and Research Council (SGRC)Responsible for providing administrative coordination for graduate program reviews and new graduate programsProvides administrative assistance to the ADG as neededFinancial AdministrationProvides financial oversight in the EGSO, including scholarship budgets and disbursements, travel expenses and general operating expensesHas signing authority for all EGSO operating and scholarship accountsMaintains faculty-wide annual budgets for the UW Graduate Scholarship, Faculty-level endowments and trusts, Engineering Excellence Fellowships, Dean’s Entrance Award, Faculty of Engineering Scholarship, PDEAW, and PDEAW ENG (combined in excess of $2M)Provides administrative and operational leadership within the EGSOOversees the recruitment, evaluation, promotion, mentoring, professional development, and retention of administrative staff within the EGSOEnsures that personnel files,



work schedules and vacation records for staff are maintained in accordance with University policiesFosters constructive working relationships with EGSO staff and sets goals and team agendasResponsible for establishing and regularly reviewing the administrative structure to ensure that human resources are efficiently and effectively managedOversees the day-to-day work of administrative staff; directs, coordinates, and evaluates activities, monitors workload and provides direction and problem-solving supportEnsures timely response by EGSO by coordinating critical back up coverage and cross training for heavy demand periods and absencesOversees the admissions process for graduate students for the Faculty of EngineeringWorks closely with the Strategic Graduate Enrolment Manager and Graduate Recruitment Officer to support strategic enrolment initiativesActs as a resource for and directs in-program administration by EGSO staff including PhD Comprehensive Exams, MASc and PhD Thesis Defense Processes, the Accelerated Master’s program, Doctoral Thesis Completion Award competition, 3MT competition, and Program and Comprehensive Exam Extensions.Provides leadership, support and direction to academic and on-campus support unitsFosters constructive working relationships with departmental administrative staff, Associate Chairs, Graduate Studies, and Departmental ChairsActs as a resource for department staff, including coaching, training staff to meet new objectives, and supporting problem resolutionServes as a resource within the Faculty for the interpretation of and ensuring adherence to UW and Faculty of Engineering policies, guidelines and practiceEstablishes and maintains faculty-wide best practices to meet operational goals; reviews quality and accuracy of departmental administration, and addresses any concerns with departmental staff, their direct supervisors or Associate Chairs as appropriateResponsible for all EGSO & Graduate Coordinators meeting administration and content, including chairing meetingsOversees the Required to Withdraw (RTW) notification, involving the Associate Dean, Graduate Studies and Postdoctoral Affairs where appropriateActs as a liaison between the Graduate Studies and Postdoctoral Affairs office (GSPA) and Departmental staff in updating policies and procedures from GSPA and to share feedback on GSPA initiatives on behalf of department staffAttends GSPA/Faculty administrators meetings on behalf of the EGSOScholarship AdministrationResponsible for overseeing the scholarship process at the Faculty level including providing guidance to academic units and the ADG to ensure the optimal and appropriate usage of all awards, and endowments and trusts awarded within Engineering, and processing awards nominationsActs as key administrator supporting awards reviewed by the Engineering Graduate Studies Awards CommitteeManages the review of the Alumni Gold Medal, Governor General’s Gold Medal, Order of the White Rose, and other faculty-adjudicated awardsIdentifies eligible candidates for various University and Faculty awardsReviews and processes nominations for internal and external awards in excess of $2MMaintains NSERC USRA award nomination process working with departmental Undergraduate administrative staffWorkflow and process improvementsWorks with stakeholders (ADG, departments, GSPA, etc.) to identify and prioritize opportunities to improve existing processes related to graduate studentsWorks with stakeholders to implement workflow and process improvements to ensure clear communications with students, staff, and faculty,



including measuring and reporting on resultsSupports strategic communications for graduate operational processesResponsible for managing web content for Current Graduate Students webpages at the Faculty levelMaintains current, and develops new procedural pieces for the EGSO to align with University processesManage and maintain the EGSO SharePoint site ensuring content and resources are relevant and currentResponsible for the Faculty of Engineering section of the Graduate Academic CalendarReviews motions for approval by EGSC and identifies and advises departments and the Associate Dean, Graduate Studies and Postdoctoral Affairs when revisions are requiredDevelops process notes, handbooks, etc., for routine graduate processesCreates and maintains manuals for EGSO operations positions as well as best practices and policies and procedures for departmentsCreates messaging to inform award nominees of competition outcomesRequired QualificationsBachelor degree or equivalent combination of education and experience.Supervisory or leadership experience to guide process change and mentoring of staffDemonstrated experience meeting multiple and concurrent deadlines and managing small and large-scale projectsFamiliarity with the processes associated with admissions to graduate programs at Waterloo preferredExcellent communication skills, both written and oralExperience building relationships with a variety of stakeholders and balancing conflicting demands and prioritiesProven ability to succeed in a detail-oriented workplace with a high level of initiative and flexibilityExcellent problem solving abilities and good judgmentExperience working with students, faculty and staff and the ability to handle sensitive and confidential information with discretion.Excellent analytical and organization skillsProven ability to work independently with minimal direction and as a team member in a busy and varied environment with deadlines, changing priorities and large volumes of work.Previous experience with financial management and data collection and analysis an assetIntermediate level experience with Microsoft Office including Word, Excel and PowerPoint. Intermediate level experience with OnBase, Quest, LEARN and web content management software.

Experience with SharePoint an assetEquity StatementThe 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 (phone hidden), ext. 45935.

📌 Manager, Graduate Operations (Ottawa)
🏢 University-of-Waterlo
📍 Ottawa