University of Waterloo Graduate Admissions and Scholarship Assistant in Canada

The incumbent processes applications to all graduate degree programs within the mandate of the School of Computer Science and assists the Graduate Studies Supervisor with the processing of complex scholarship applications.

Graduate Admissions

  • Reviews admission procedures and makes recommendations for improvements to the Associate Director of Graduate Studies.

  • Maintain knowledge of current rules and regulations of the University Graduate Office and the School, which pertain to Graduate admissions.

  • Processes applications to graduate studies and communicates with applicants as needed

  • Determines when to refer applications to the Graduate Studies Office (GSO) for amendments to the application such as a change of program or academic evaluation of degree equivalency.

  • Records admission decisions and prepares the recommendation form with the appropriate financial support, and submits for approval

  • Provides assistance to prospective graduate students with regards to deadlines, scholarship information and application materials.

  • Calculates admission averages and inputs the information into the appropriate software application; oversees the electronic circulation of applications to the faculty.


  • Maintains the School’s graduate admissions database and compiles statistics for the supervisor to report to School administration.

  • Responds electronically, by voice and in person to inquiries about graduate studies at the School

  • Maintains web pages related to graduate admissions and scholarships in coordination with other School personnel

  • Writes and revises orientation information for incoming graduate students to ensure current and accurate information.

  • Coordinate scholarship information sessions

  • Ensures the Graduate Admissions Training Manual contains up to date information.

Scholarship Assistance

  • Provides assistance with administrative tasks pertaining to scholarship applications and nominations.

  • Process scholarship nominations, request transcripts and inform the GSO of any changes to student registration status, which could affect eligibility.

  • Review NSERC AND OGS awards received by students accepted to the School and adjust internal funding appropriately.

  • Prepare fee payment arrangement letters each term and provide instructions to incoming students prior to their arrival on campus

  • Reviews application documents to ensure completeness and prepare ranking forms to submit to the Scholarship ranking committees

Graduate student events

  • Assists with the planning and presentation of various events to graduate students such as orientation, graduate recruiting in cooperation with the Recruitment Coordinator, and social events throughout the year.

Assists with special projects as required such as preparation of background information for various surveys and academic reviews.

  • Completed post-secondary degree or diploma or equivalent education and/or experience

  • Proven aptitude for accurate and detailed data entry

  • Excellent communication (written and verbal), organizational and interpersonal skills are required

  • Proven ability to work independently and as part of a team in an environment with multiple deadlines and shifting priorities

  • Demonstrated problem-solving skills especially in situations requiring a quick response

  • Sound judgment, tact and the ability to handle confidential information with discretion

  • Proficient with MS Word, Excel & PowerPoint; Proficient computing skills using word processing, spreadsheets, web page and database applications and email

  • Experience using OnBase, Quest and Filemaker highly preferred

iCIMS Requisition ID: 2016-1338

Name: 2950 - School of Computer Science

Salary Range: $39,669 - $49,586