PACS Administrative and Graduate Coordinator Job Description

Reports to: Chair of PACS

Salary Grade: USG 5

Starting Salary Range: $40,000 - $49,000

FTE: 0.8FTE - 28 hours per week

Application deadline July 21, 2025

Conrad Grebel University College is a liberal arts college founded by the Mennonite church and affiliated with the University of Waterloo. The mission and programs of Grebel are rooted in and inspired by its Christian identity and its Anabaptist/Mennonite heritage. Grebel offers undergraduate, graduate, and community education programs in peace and conflict studies, music, theological and religious studies, and Mennonite studies. It also has a residence which houses 172 university students. Grebel is also home to the Kindred Credit Union Centre for Peace Advancement (CPA).

The PACS Administrative and Graduate Coordinator at Conrad Grebel University College (Grebel) is responsible for managing the administrative processes of the PACS office and the Master of PACS (MPACS) program and is a liaison among the many people and academic units affected by these operations.

This position requires a good understanding of the practices and procedures of Grebel and the University of Waterloo (UW) and the ability to contribute significantly to the creation of a hospitable environment for students and a collegial climate within the College community.

In general, the Administrative and Graduate Coordinator for Peace and Conflict Studies will carry out two main roles. 

• As Administrative Coordinator, administer and support the PACS Department under the supervision of the Chair
• As Graduate Coordinator, assist the Graduate Officer and/or Chair in managing the MPACS program, including the coordination of internships

The PACS department serves approximately 80 students in PACS undergraduate (UG) Academic Plans and serves approximately 30 graduate students (GS). In addition, there are approximately 1200-1300 students who take PACS undergraduate courses per year.

Administrative Responsibilities

1. Meet regularly and provide general support to the Chair including scheduling meetings, recording minutes, monitoring projects, drafting correspondence and reports, filing, and other general office duties
2. Provide administrative support to the PACS Administrative Group (PACSAG) and the PACS Faculty Committee
3. Meet and offer assistance to guests of the PACS office
4. Maintain department records including meeting agendas, minutes and department documents
5. Annually review and update departmental documents (procedures, manuals) and files
6. Coordinate PACS annual report
7. Support the PACS Undergraduate Academic Administrative Officer in coordinating PACS communications

Graduate Studies Coordinator Responsibilities

1. Manage MPACS promotional activities as outlined in the strategy developed with the PACS Chair and Marketing and Communications staff
2. Maintain regular communication with current, potential, and alumni students across various media as appropriate
3. Regularly maintain the MPACS website
4. Manage the admissions process for MPACS in collaboration with the Chair and/or Graduate Officer, the MPACS Admissions Committee and the UW Graduate Studies Office (GSO)
5. Provide specific orientation and advice to international students as they navigate the Canadian education system
6. Support and advocate for graduate students in response to diverse needs and requests for assistance
7. Organize and support MPACS events, including Fall Orientation, to strengthen the student cohort and program in consultation with the Chair
8. Support the Graduate Officer and/or Chair in monitoring student academic progressions to meet degree requirements, including reviewing transcripts of current students on a regular basis
9. Manage administrative aspects of the department’s Peace Scholar Research positions
10. Maintain the student record system that provides adequate reports on all aspects of the MPACS program
11. Ensure the PACS Graduate Studies Calendar, MPACS Graduate Student Handbook and Graduate Coordinator Handbook are up to date
12. Coordinate the MPACS scholarship process and support submissions to the Scholarships & Bursaries committee
13. Support the Graduate Officer or Chair in preparing necessary paperwork for program curricular changes
14. Other duties related to college program, as assigned.

Graduate Internship Coordinator

1. Support graduate students in all steps of the internship process, including:
   • Developing internships  in collaboration with the Chair of PACS and PACS AG
   • Ensuring students are adequately oriented through the Waterloo pre-departure briefing
   • Ensuring all University travel requirements are met, properly filed and kept available for reference as required
   • Gathering internship placement feedback
   • Organizing a concluding event for internship students to report on their experiences
2. Assist with special cases during graduate student internships, in support of faculty advisor and Chair

• Support for the identity and mission of Conrad Grebel University College
• Familiarity with University of Waterloo policies and procedures is preferred

Education

• Undergraduate degree, preferably as a major or minor in one of Grebel’s academic programs

Experience

• Experience coordinating multiple activities in a busy office is preferred

• Significant international and cross-cultural sensitivity experience is an advantage
• Demonstrated initiative, with the ability to work by objective with minimal direct oversight is required

Knowledge/Skills/Abilities

• Well-developed organizational, analytical, interpersonal, customer service and communication skills (oral and written)
• The ability to contribute to a hospitable and collegial climate for all members of the College community
• Exceptional attention to detail and commitment to accuracy is required
• Competency in basic statistical analysis and data management is required
• Full reliability in matters requiring discretion and confidentiality is required
• Strong competence with Microsoft Office Suite, including SharePoint and Teams is required
• Experience in: Website maintenance (Waterloo Content Management System 3), database management (Microsoft Access, NxT), Quest, Slate, Mailchimp, is an asset
• Ability to work with diverse stakeholders, often with competing priorities is required

Contacts: Communicates with colleagues in the PACS department (PACS Undergraduate Academic and Administrative Office, Conflict Management Certificate Program Manager). Liaise with the PACS Communications Assistant for communication related to MPACS. Collaborates with the Centre for Peace Advancement coordinator on events.  Works along with the Administrative Assistant to the President & Dean and other department administrative staff. This position requires communication with main campus contacts to obtain, clarify, and discuss information. Contact groups include but are not limited to: Arts Graduate Office personnel, Office of the Registrar, Student Awards and Financial Aid.

Level of Responsibility: The position has defined duties and responsibilities and is expected to work with minimal supervision and provide guidance to students, in relation to academic progression. This position has no direct reports.

Decision-Making Authority: Makes independent decisions regarding advising students on academic progression in relation to program requirements and recommendations to graduate. 

Physical and Sensory Demands: Demands are typical of an administrative position that functions within office and meeting environments. Exposure to a service-oriented environment with deadlines, changing priorities, and varying volumes throughout the year.

Working Environment: Office working environment with frequent need to give close attention to various stimuli such as written and verbal information. The work is varied, and priorities must be juggled to ensure all projects are completed successfully. There are deadline pressures, while at the same time there is a demand for thoroughness and accuracy.  Working Hours: Regular working hours, some evening/weekend work may be required. Risks (Physical): No significant risks. Risks (Psychological): Interactions with people who are upset or angry or possibly with people who have mental health concerns. This position is located in Waterloo. Some recruitment trips may be required.  The College is a primarily in-person workplace. 

All employees of the College are expected to follow College and applicable University of Waterloo 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.