University of Waterloo

Job Description

Overview:Term: 2 years.

The overall objective of this role is to support the day-to-day operations in the Registrar’s Office (RO) Systems team by producing professional, effective, easy-to-understand procedural documentation for all operational tasks.  The incumbent will be responsible for reviewing and editing existing documentation and identifying gaps in the current catalogue of procedures.  Where gaps are identified, the incumbent will develop, verify, validate, and publish new procedures.  The incumbent will also be expected to make recommendations to the RO Systems Team on how best to design and maintain the procedural knowledge base.  As required, the incumbent may be required to support net new technical documentation as a result of delivered Student Information Systems projects.

Responsibilities:Analyze and refine existing procedures and user guides

  • Analyze existing and potential content, focusing on reuse and single sourcing opportunities
  • Produce high-quality documentation that is appropriate for its intended audience
  • Working with internal teams on process and documentation requirements
  • Writing easy-to-understand procedures in a consistent manner
  • Review existing documentation through a critical lens, being willing and confident to question inefficiencies and challenge the status quo

Develop and implement a cohesive knowledge base for the RO Systems team

  • Create and maintain the procedural architecture following organizational guidelines
  • Standardize existing, disparate procedures into a single model on a single platform

Support technical writing requests for Student Information Systems projects, as needed

  • Though not the primary focus of the role, the incumbent may be asked to support Student Information Systems (SIS) projects by creating procedures, user guides or other artifacts to support new implementations or major changes


  • Undergraduate degree required, or a suitable combination of education and experience in technical and procedural writing
  • 3 or more years of progressively responsible technical writing experience
  • Proven ability to quickly learn and understand complex subject matter
  • Experience in higher education, specifically within a Registrar’s Office would be an asset
  • Experience with technical writing for PeopleSoft would be an asset
    Excellent written and oral communication skills
  • Excellent attention to detail
  • Ability to write procedures for broad audiences (technical and front office users)
  • Have well-developed editorial skills
  • Ability to fully understand, synthesize and translate material of a highly technical nature into text that is accessible to all readers
  • Ability to work independently and with other people
  • Ability to work in a dynamic environment, with shifting timelines and priorities
  • Ability to handle multiple assignments simultaneously, while adhering to tight timelines
  • Ability to think critically and analytically
  • Highly proficient with Office 365, Confluence
  • Lean Six Sigma or similar process framework certification would be an asset

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 co-ordinated within our 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+.


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

[email protected]

or 519-888-4567, ext. 45935.

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