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Job Requisition ID:
2026-00681
Time Type:
Full time
Employee Group:
Staff
Job Category:
Business Systems Analysis
Employment Type:
Temporary
Department:
Office of the Registrar - Administration
Hiring Range:
$67,688.63 - $84,610.79
Posting Information:
This posting is for an existing vacancy.
This position is being offered as a temporary contract. Contract end date: November 4, 2027.
Job Description:
Primary Purpose
The Operations and Information Specialist plays a critical role in ensuring the Registrar’s Office functions with efficiency, consistency, and compliance. Acting as the central hub for administrative and operational activities, this position oversees documentation governance, procedural standardization, and project coordination to support strategic objectives within the Registrar’s Office. The role is responsible for managing centralized repositories, maintaining accurate records, and ensuring adherence to institutional policies, retention schedules, permissions and access, and audit requirements. By streamlining workflows, facilitating communication, and supporting decision-making, the Operations and Information Specialist enables operational excellence across all seven units. Additionally, this position leads onboarding, resource management, and health and safety compliance, while championing process improvements that enhance service delivery and organizational effectiveness.
Key Accountabilities
Project Governance & Support
Organize and support meetings (e.g., Sprint Planning/Retro, Cross-Functional, SIS Steering, Product Owner/Unit Meetings, Office wide meetings, audit focused meetings, and ad hoc initiatives),
Own creation of agendas, tracking of outcomes, actions, work, and correspondence to ensure timely information flow.
Provide deadline reminders and escalate issues to managers as needed; support project closing by ensuring documentation is available for lessons learned and updating impacted processes, tools, and templates.
Documentation Development and Management
Create, maintain, and streamline centralized documentation, ensuring accuracy, version control, and consistency across all teams and processes .
Manage and support centralized documentation repositories and communication platforms (Teams, Confluence, Jira) to ensure information is accurate, accessible, and up to date.
Create plans and gain consensus to standardize tools, processes, meeting cadence, and documentation across systems teams.
Administration and Procedural Standardization
Manage centralized repositories for documentation, ensuring staff have access to current forms, guidelines, templates, and procedural tools.
Establish and sustain administrative procedures for document management, scanning, archival practices, file retention, distribution lists, and office-wide communications.
Serve as a resource for staff and the management group, ensuring documentation, forms, and orientation materials are accurate and available.
Administrative Operations
Manage central office resources and supplies, including procurement, reconciliation, and budget tracking, to support effective resource utilization.
Required Qualifications
Education
Experience
managing multiple tasks that require attention to detail, with a strong focus on accuracy and consistency in documentation, compliance, and procedural execution.
Excel, Word, Power Point, Visio, JIRA, MS Teams and Confluence.
Knowledge/Skills/Abilities
Demonstrated ability to inspire action without formal authority, which requires strong interpersonal skills, a demonstrated ability to build relationships with a variety of stakeholders, and to be able to encourage in a positive manner the ongoing progress of their work.
Proven ability to research, gather, analyze information and data to produce clear and precise outputs, reports, and recommendations.
Clear and professional written and verbal communication skills including the ability to provide and present timely and relevant updates and reporting conveying information effectively to managers, staff, and stakeholders.
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 [email protected] or 519-888-4567, ext. 45935.
