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Events Coordinator and Program Assistant

University of Waterloo

This is a Contract position in Waterloo, ON posted July 26, 2022.


Term: 2 Years


The Events Coordinator and Program Assistant provides key administrative support to the Department of Recreation and Leisure Studies for its undergraduate and graduate programs, including the work of the Undergraduate Studies and Graduate Studies committees. It provides student record management, graduate funding management, and course archives management. As lead coordinator for all departmental events, the position plans, manages and implements a variety of annual and one-time events initiated by the Department.


Event management

  • Plan, manage, and implement all department-initiated annual and one-time events. Annual events include the Shaw-Mannell Award Lecture, Sport Management Case Competition, Therapeutic Recreation Awareness Month, and Graduate Leisure Research Symposium. Other events may include Hallman Lectures or guest lectures by alumni, visiting scholars, or community partners, or other one-time events
  • Coordinate with Faculty of Health staff as needed for event management, such as for Hallman Lectures
  • Recruit volunteers as needed for each event
  • Manage department visitor experiences, including transportation, accommodation, parking, and hospitality arrangements are made in accordance with University of Waterloo and Faculty of Health policies and procedures. Assist visitors with expense reimbursement claims as needed
  • Manage PCard expenses to support events, and submit monthly reconciliation statements for approval
  • Create a summary report for each event for future reference

Undergraduate administrative support

  • Organize meetings of the Undergraduate Studies Committee. Prepare agenda with Associate Chair Undergraduate Studies and Undergraduate Program Manager. Prepare and distribute minutes Assist with drafting motions for approval, including any revisions during department approval. Track motion approvals through all required levels
  • Gather background information as needed to support Undergraduate Studies Committee decision-making and undergraduate program initiatives
  • Responsible for the structure and content of the student records database, currently on Sharepoint, under the direction of the Undergraduate Program Manager. The student records database is an essential advising tool and archive storage system
  • Prepare Quest extracts as needed to support reporting or tracking needs for monitoring retention rates, co-op retention, plan enrolments, and others

Graduate administrative support

  • Organize meetings of the Graduate Studies Committee. Prepare agenda with Associate Chair Graduate Studies and Graduate Administrator. Prepare and distribute minutes. Assist with drafting motions for approval, including any revisions during department approval. Track motion approvals through all required levels
  • Gather background information as needed to support Graduate Studies Committee decision-making and graduate program initiatives
  • Provide support for new student orientation activities. Assist with answering student questions and processing regular graduate student forms
  • Maintain departmental graduate forms, updating as changes are needed and posting on Learn graduate studies community group
  • Manage student records including tracking milestone completions, maintaining list of current active students, maintain graduate student desk assignments, collecting and reviewing student annual reports. Report to Associate Chair for Graduate Studies and Graduate Administrator the students who are not meeting minimum degree requirements
  • Primary support for graduate student admissions processes including reviewing applications for completeness, releasing to the Graduate Committee for review and decision-making and for PhD applications to potential supervisors for agreement to supervise. Complete offer recommendations and offer letter statements for approval by Graduate Studies and Postdoctoral Affairs. Determine entrance scholarship offers with Associate Chair for Graduate Studies
  • Leadership of TA/RA assignments each term, surveying students and instructors on needs and preferences then matching students to positions based on funding commitments owed and best fit with course needs
  • Manage graduate student funding commitments. Prepares promissory note letters, submits GEA and GRS awards, and completes student hiring processes on Workday. Monitor scholarship acceptances and ensure department matching funds are provided through GTA/GRA/GRS funding
  • Notify students of scholarship and award opportunities as applicable within and external to the University/Faculty/Department
  • Provide assistance to the Graduate Administrator as needed for scholarship application review and assessment process with Graduate Studies Committee for SSHRC and OGS applications
  • Prepare Quest extracts as needed to support reporting or tracking needs
  • Process graduate conference assistantship requests and expense claims
  • Notify eligible students of thesis research expense funds, receive and review applications for Associate Chair Graduate Studies approval, and process expense claims
  • Completion and submission of thesis acceptance forms and program completion forms within convocation deadlines

Course support

  • Liaison with Bookstore for textbook and courseware orders, reserve readings through Library; ordering desk copies from publishers
  • Collect course outlines for all undergraduate and graduate courses each term for the department’s archive storage
  • Collect course assignments and exams for required minimum storage. Manage confidential shredding disposal after the storage period

Staff support and collaborations

  • Provide backup support for Administrative Officer absences as needed, including department meeting minutes, casual research hires, casual pay approvals, research cover sheet reviews, Concur expense claim reviews, and other processes as deemed appropriate
  • Provide backup support to Administrator, Faculty Graduate Studies as needed to coordinate MA proposal and thesis defences, PhD comprehensive examinations, and PhD proposal defences according to departmental and university procedures, working with the Associate Chair for Graduate Studies to confirm defence chairs as needed
  • Collaborate with Community Outreach and Communications Specialist to support joint events that have an experiential learning or classroom component. Provide content for social media and other communications for event promotions
  • Attend RLS department meetings


  • A minimum of an undergraduate degree is preferred. Completion of a graduate program is an asset
  • Experience providing administrative support in a post-secondary academic setting preferred
  • Experience as first point of contact for student inquiries an asset
  • Knowledge of university policies and procedures related to undergraduate and graduate academic programs required
  • The incumbent must maintain a high level of professionalism in dealing with academic inquiries and referring individuals as needed to appropriate resources
  • Strong organizational skills required for managing multiple priorities and deadlines
  • Excellent computer skills including proficiency with Microsoft Office 365, Adobe Acrobat fillable forms, and virtual meeting platforms such as Teams, WebEx, Zoom
  • Knowledge of common UW software such as OnBase, Learn, Quest and WCMS web content management is an asset
  • Excellent written and verbal communication skills required
  • Ability to conduct background research and information-gathering, including surveys and focus groups, data analysis, and prepare summary reports for committee decision-making
  • Strong attention to detail and ability to process and manage confidential information with discretion are required
  • The role is primarily office based with regular working hours, however there will be extended and/or non-traditional hours to set up, oversee, and take down events

Vaccination Requirement Statement

Effective May 1, 2022, the University suspended its Vaccination Requirement. Prior to May 1, pursuant to this Requirement, all University employees were required to submit proof of full vaccination against COVID-19 (subject to the University’s obligations under the Human Rights Code to accommodate employees who were unable to receive a vaccination). The University’s Vaccination Requirement website can be found here:   


The pandemic is ongoing and public health advice continues to evolve. Accordingly, the University reserves the absolute right to reinstate the Vaccination Requirement on short notice, and upon such reinstatement you will be required to comply. You shall also be required to comply with any new health and safety policies/requirements implemented by the University from time to time, including new policies/requirements related to mandatory employee vaccination. As the University may need to reinstate the Requirement on short notice, it will continue to collect and maintain up-to-date information on employee vaccination status. Please submit your Covid-19 vaccine status (QR code) to:   



Failure to comply with the Vaccination Requirement if it is reinstated, including failure to comply with any future amendments to the Vaccination Requirement, or failure to comply with new health and safety policies/requirements implemented by the University, including those related to new mandatory employee vaccination, shall result in discipline up to and including termination of employment.


The requirement to be vaccinated, if reinstated, will be subject to the duty to accommodate pursuant to the Human Rights Code. If you are unable to be vaccinated for reasons related to a ground protected under the Human Rights Code, you may submit a written request for accommodation with an explanation of the reasons and/or any supporting documentation. If you request accommodation, the University may follow up with you for further information if necessary.

Equity Statement

The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. The University of Waterloo is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.


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 Inuit/Inuk, Black, racialized, a person with a disability, women and/or 2SLGBTQ+.


All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.


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 or 519-888-4567, ext. 45935.