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Job Requisition ID:

2025-00501

Time Type:

Full time

Employee Group:

Staff

Job Category:

Academic Delivery Support

Employment Type:

Permanent

Department:

Faculty of Engineering - Dean of Engineering Office - Undergraduate Operations

Hiring Range:

$93,117.25 - $116,396.56

Posting Information:

Internal Posting Expires September 11, 2025 @11:59 pm

Job Description:

Primary Purpose

Reporting to the Director, Undergraduate Operations and as a member of the Engineering Undergraduate Office leadership team, the Associate Director, Undergraduate Operations provides operational leadership to accelerate and advance strategic priorities, and to implement activities that contribute to the undergraduate student experience and ensures that Waterloo Engineering offers the single best engineering and design education experience in Canada.

The incumbent is an expert source of knowledge related to academic policy and procedures and is focused on continuous improvement. The Associate Director provides excellent client service to faculty, staff, and students by providing sound advice and counsel on student record policies and program requirements. The Associate Director plays a critical role in achieving the Faculty of Engineering’s strategic priority in enhancing student experience while providing critical support for students in crisis. The incumbent is regularly called upon to act on behalf of the Director, as appropriate.

The role covers a broad set of responsibilities requiring expertise in strategic planning, data analysis, process management and improvement, stakeholder management, team leadership, and exceptional student advising practices.

Key Accountabilities

Strategic Planning and Execution

• Provide Associate Deans and Director, Undergraduate Operations with expert advice, strategic recommendations, and implementation plans as they relate to undergraduate advising and student engagement.
• Leads initiatives and projects, in accordance with EUGO goals and objectives.
• Communicates effectively with multiple, varied clients (senior leadership, faculty members, and staff) to understand needs, scope project, update progress and present findings.
• Provides advice, guidance, and critical analysis to the Director on issues impacting policy and regulations.
• Applies a data-driven approach in decision-making and providing recommendations regarding strategic direction of undergraduate student affairs. Data analysis for projects provides a strategic framework for continuous improvement of processes.
• Conducts ongoing research and environmental scanning in support of planning process. Utilizes data to inform strategic and operational decision-making by Director and three Associate Deans (Undergraduate Studies, Teaching and Student Experience, Co-operative Education and Professional Affairs).
• Contributes to the development of long-range strategies and operational plans for the EUGO.
• Provides administrative and database support for monitoring projects, providing timely and quality support to the Director and the Associate Deans.
• Provides long-term continuity in planning and execution of strategic initiatives for the EUGO and Faculty Advising team.
• Builds relationships within the Faculty of Engineering and the wider university in support of EUGO objectives (Registrar’s Office, Student Success Office, Counselling Services, AccessAbility Services, Faculty counterparts).
• Monitors assigned project schedules and timelines and is accountable for timely completion of objectives and key results.
• Liaises with and coordinates actions with stakeholders for strategic projects to ensure roles are clear and actions are executed effectively.
• Provides interpretation and application of University and unit policies, guidelines, and practices.
• Supports the ongoing maintenance and creation of new courses/plans/regulations for the undergraduate calendar.
• Supports the Director and attends meetings outside the Faculty in their absence.
• Oversees relations with Camp 15 related to the annual Iron Ring Ceremony.

Academic Operations and Advisement

• Portfolio accountabilities include, but are not limited to: academic integrity, international exchange, EUGO front desk, process management, academic record management.
• Leads academic progression for the Faculty. Meets regularly with departmental/program advisors to aid in academic progression decisions based on Faculty rules and regulations and ensure that standing rules work correctly.
• Ensures academic progression decisions are appropriately assigned in a timely fashion.
• Assesses progression rules on a termly basis, making adjustments when required.
• Provides oversight for the Engineering Advising Community of Practice.
• Acts as principal academic advisor for students in crisis.
• Maintains a continuous connection with Campus Wellness, ensuring students obtain immediate support when presenting in distress.
• Communicates concerns of student wellness to the Associate Deans; Acts as a liaison for students needing an advocate.
• Supports, trains and onboards departmental advisors, as needed in periods of high demand.
• Oversees the coordination of Engineering Options, including answering inquiries, reviewing curriculum changes and ensuring students meet graduation requirements.
• Oversees the coordination of Engineering Exchange, liaising with central and departmental staff, ensuring processes and timelines are executed effectively and efficiently.
• Identifies and refers atypical problems concerning student academic success or conflict to the
• Maintains current knowledge of policies, procedures and resources that pertain to undergraduate students.

Communications

• Develops and executes annual undergraduate advising communications plan and schedule to align with EUGO objectives and to guide strategic initiatives.
• Oversees the EUGO website content creation and maintenance targeted to students, faculty, staff, and public. This includes both the student-facing website, and advisor resource website.
• Responsible for archival and documentation of advising communications for students.
• Collaborates with all Engineering units to develop consistent advising messaging to ensure standardized responses to both common and complex inquiries.

Team Leadership

• Responsible for the management of staff, including supervision, recruitment, training and development, performance management and evaluation, promotion, professional development, retention, and the application of discipline/termination, as required.
• Manifest and mentor a positive workplace culture of collaboration, curiosity, and continuous improvement.
• Establish close working relationships and provide relevant training to departmental advisors to ensure consistent student advising practices.
• Manage Engineering Undergraduate Office staff as they support team activities during peak periods (e.g., recruitment activities and events).
• Support hiring and management of Co-op students where relevant.
• Effectively steward and manage the unit’s budget and resource allocation.
• Ensure the team provides appropriate administrative and functional support to Engineering leaders (e.g., Associate Deans and Directors).
• Ensure the front desk maintains a collegial and cooperative relationship with faculty, staff, and students.

Required Qualifications

Education

• Bachelor’s degree, preferably in Engineering, Mathematics, or Science; equivalent related experience will also be considered.

Experience

• 5 years of progressive academic experience with a thorough understanding of university rules, policies and regulations.
• Excellent human resources management skills, and the ability to guide and develop staff and foster team relationships.
• Strong management skills in leading and managing unique and complex situations.
• Demonstrated experience dealing with individuals facing mental health or emotional crises.
• Demonstrated experience leading and managing large-scale projects.
• Comprehensive knowledge of the University of Waterloo, the engineering profession, and a degree from a cooperative education program is an asset.
• Demonstrated success in managing change proactively.

Knowledge/Skills/Abilities

• Demonstrated ability to review, extract and manipulate data, from multiple sources, into useful elements to inform decision making and implement change.
• Proven ability to identify problems and to deal with difficult situations by probing for information, analyzing complex situations, and providing solutions. Demonstrated ability to use technological solutions to improve processes and communication.
• Must be able to take ownership of projects for a duration of several months; utilize excellence in independent judgement as priorities are challenged.
• Sound judgment, tact, diplomacy and problem-solving abilities, and an ability to meet deadlines and work in a fast-paced team environment with multiple stakeholders. Proven ability to respond quickly and decisively in crisis situations in a calm, reasonable and empathetic manner.
• Proven ability to exercise political savvy, influence, negotiate, and develop relationships at multiple levels and across a wide range of personalities and functions.
• Demonstrated ability to create and maintain a positive, integrated, collaborative team environment.
• Demonstrated ability to lead others without the benefit of a formal reporting relationship.
• Demonstrated comprehensive understanding of academic programs in Engineering, procedures, and policies at the undergraduate level.
• Demonstrated ability to create a safe and inclusive space for students; Training in sexual gender-based violence support is preferred. Maintains updated training in sexual violence disclosure and mental health first aid.
• Strong technical skills including an ability to understand the limitations and capabilities of a breadth of systems and to capitalize on technology to enhance undergraduate operations.
• Strong organizational and time management skills as well as excellent attention to detail.
• Experience creating and developing communications schedules and plans is considered an asset.
• Demonstrated ability to undergo continual training in matters of changing policy, as well as changing cultural trends.
• Demonstrated ability to resolve conflict actively and constructively and engage in difficult conversations to find collaborative solutions.
• Advanced use of MS Office products, especially Teams, Word, and Excel.
• Advanced understanding of data sources available to support Academic Advising, including ASIS, Quest.

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 hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.