University of Waterloo

Workforce Planning Specialist

University of Waterloo$73K — $92K *
Education, Government & Non-Profit
Less than 5 years of experience
Job Overview by Ladders

Qualifications

  • University undergraduate degree or equivalent combination of education and experience.
  • Certified Human Resources Professional (CHRP) is required; CHRL designation is an asset.
  • 3-5 years of progressive experience in HR, workforce analytics, or organizational planning.
  • Experience with client-facing workshops and consultations.
  • Proven ability to produce analytical reports and dashboards.

Responsibilities

  • Conduct workforce analysis and support consultations to identify workforce trends, risks, and action items.
  • Prepare workforce data summaries and analytical briefings for planning sessions.
  • Engage in collaboration with HR Partners and stakeholders to integrate consultation outputs into reports and planning material.
  • Identify emerging workforce trends and opportunities through analysis of discussions and information.
  • Track and consolidate feedback related to workforce planning initiatives across departments.
  • Maintain workforce planning tools, templates, dashboards, and reporting frameworks.

Benefits

  • Opportunity for professional growth through a temporary contract role.
  • Work within a collaborative HR environment with exposure to diverse stakeholders.
  • Gain practical experience in workforce planning and data analytics in higher education.
  • Access to resources and tools for continuous improvement in workforce practices.
Full Job Description
Job Requisition ID:


Time Type:
Full time

Employee Group:
Staff

Job Category:
Talent Management

Employment Type:
Temporary

Department:
Human Resources - Workforce Planning

Hiring Range:
$73,695.42 - $92,119.28

Posting Information:This posting is for an existing vacancy.

This position is being offered as a Secondment or contract opportunity.
The internal posting deadline for this position is Thursday, June 4, 2026 at 11:59PM.

Term: 18 months

Job Description:

Primary Purpose

The Workforce Planning Specialist contributes to workforce planning activities across the University by conducting workforce analysis, consultation support, research, and project coordination. This role develops workforce insights, identifies emerging themes and trends, and prepares planning materials and reports, and assists academic and administrative units in identifying workforce trends, risks, and future staffing considerations.

The Specialist collaborates with the Workforce Planning team, HR Partners, and campus stakeholders to analyze workforce trends, support planning consultations, and coordinate workforce planning initiatives that inform operational and strategic workforce decisions across the University.

Key Accountabilities

Workforce Planning Session & Delivery Support
  • Supports workforce planning consultations and planning activities by preparing workforce data summaries, analytical briefings, environmental scans, and discussion materials.
  • Engages in workforce planning sessions and consultations to identify key themes, workforce considerations, risks, and action items.
  • Integrates consultation outputs, workforce data, and stakeholder inputs into draft reports, presentations, summaries, and planning materials.
  • Identifies emerging workforce trends, gaps, and opportunities through analysis of stakeholder discussions and workforce information.
  • Coordinates follow-up activities related to workforce planning initiatives, including tracking actions, consolidating feedback, and maintaining planning documentation.
  • Initiates and nurtures strong and effective working relationships with HR Partners, campus stakeholders, and client groups to strengthen workforce planning initiatives and encourage ongoing engagement.
  • Contributes to the development and maintenance of workforce planning templates, tools, and consultation resources.
  • Coordinates operational workforce planning documentation requirements, including job descriptions, SRC documentation, Workday updates, and related materials.
  • Supports facilitation activities during workforce planning sessions by coordinating materials, supporting analysis and observations, and building foundational facilitation skills and workforce planning consultation capabilities.


Workforce Planning Project Support
  • Consolidates cross-unit data, identifying system-wide trends, and preparing comparative analyses.
  • Accurately tracks workforce planning deliverables and information flow across multiple departments and organizational units.
  • Maintains and enhances workforce planning tools, templates, dashboards, and reporting frameworks.
  • Integrates workforce planning inputs from HR Partners, institutional data sources, and academic/support units into cohesive outputs.


Workforce Data Analytics
  • Analyzes workforce data and workforce planning information to identify emerging trends, patterns, risks, and themes.
  • Interprets workforce metrics and translates analytical findings into clear, actionable observations and recommendations.
  • Collaborates with HR Data Specialists to identify reporting requirements and opportunities to enhance workforce planning data, dashboards, and reporting tools.
  • Compiles, validates, and integrates workforce information from multiple institutional and HR data sources.
  • Develops reports, dashboards, briefing materials, and data summaries for leadership and workforce planning discussions.
  • Supports the development and maintenance of workforce planning reporting frameworks, templates, and analytical resources.


Continuous Improvement
  • Conducts environmental scans of workforce planning practices, higher education trends, and labour market developments.
  • Identifies emerging workforce themes and integrates findings into planning frameworks and tools.
  • Evaluates workforce planning processes and identifies opportunities to enhance methods, tools, templates, and approaches.
  • Supports the refinement and documentation of workforce planning methodologies, tools, and analytical frameworks.


Required Qualifications

Education
  • University undergraduate degree or equivalent combination or education and experience.
  • A Certified Human Resources Professional (CHRP) is required. A Certified Human Resources Leader (CHRL) designation is an asset.


Experience
  • 3-5 years of progressive experience in human resources, workforce analytics, institutional planning, organizational coordination, or a related field within a complex organizational environment.
  • Experience supporting client-facing workshops, consultations, or planning sessions.
  • Experience producing analytical reports, dashboards, or workforce-related insights.
  • Exposure to HR advisory environments is considered an asset.


Knowledge/Skills/Abilities
  • Knowledge of employment legislation and Human Resources best practices.
  • Knowledge of organizational structures, governance, and workforce considerations within higher education, public sector, healthcare, or unionized environments.
  • Working knowledge of data analysis and research methods with the ability to identify patterns and summarize information.
  • Strong analytical thinking skills with the ability to structure and interpret information within defined frameworks.
  • Strong written communication skills, including drafting reports, summaries, and presentations.
  • Ability to work independently within established guidelines and exercise judgment in analytical tasks.
  • Strong organizational and coordination skills.
  • Ability to manage multiple priorities in a complex environment.
  • Ability to handle confidential and sensitive information appropriately.
  • Ability to collaborate effectively with multiple stakeholders.
  • Ability to learn and apply workforce planning concepts and methodologies.

About University of Waterloo

The University of Waterloo is a public research university with a main campus in Waterloo, Ontario, Canada. The main campus is on 404 hectares of land adjacent to "Uptown" Waterloo and Waterloo Park. The university also operates three satellite campuses and four affiliated university colleges. The university offers academic programs administered by six faculties and thirteen faculty-based schools. Waterloo operates the largest post-secondary co-operative education program in the world, with over 20,000 undergraduate students enrolled in the university's co-op program. Waterloo is a member of the U15, a group of research-intensive universities in Canada. The institution originates from the Waterloo College Associate Faculties, established on 4 April 1956; a semi-autonomous entity of Waterloo College, which was an affiliate of the University of Western Ontario. This entity formally separated from Waterloo College and was incorporated as a university with the passage of the University of Waterloo Act by the Legislative Assembly of Ontario in 1959. It was established to fill the need to train engineers and technicians for Canada's growing postwar economy. It grew substantially over the next decade, adding a faculty of arts in 1960, and the College of Optometry of Ontario, which moved from Toronto in 1967. The university is a co-educational institution, with approximately 36,000 undergraduate and 6,200 postgraduate students enrolled there in 2020. Alumni and former students of the university can be found across Canada and in over 150 countries; with a number of award winners, government officials, and business leaders having been associated with Waterloo. Waterloo's varsity teams, known as the Waterloo Warriors, compete in the Ontario University Athletics conference of the U Sports.
Learn more about University of Waterloo

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