Graduate Program Administrator

University of Waterloo - Waterloo, ON (30+ days ago)

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Term: 18 months

This position is responsible for supporting the graduate programs in the School of Environment, Enterprise & Development (SEED). The Graduate Program Administrator provides advice and guidance to graduate students and is responsible for the operation of the programs, in a manner consistent with the school’s goals and objectives. The position reports to the Administrative Manager in SEED and works in partnership with the Director of SEED, the Associate Director(s) of Graduate Studies, and the Graduate Studies and Postdoctoral Affairs (GSPA) office.


Responsible for Recruitment and Admissions including, but not limited to the following activities

Responsible for the administration of the SEED graduate admission processes, including annual circulation of applications via OnBase, the Graduate Admissions Project Online Document Management System (DMS, obtaining the required feedback from faculty members, ensuring that minimum university admission requirements have been met, including degree, academic standing, English language proficiency certification, financial support, recommended level of study and averaging of transcripts; preparation and submission of the recommendation to the GSPA
Respond to email, telephone, in-person, and written inquiries regarding application procedures and graduate programs, providing accurate and timely information and managing the volume and complexity of inquiries
Represents the school at graduate recruitment fairs and responding to inquiries from potential applicants
Liaise with other department/school coordinators in planning the annual Orientation Week Schedule avoiding conflicts with mandatory sessions. Assists the Associate Directors with annual graduate orientation events

Provides advice to current and prospective graduate students in SEED including, but not limited to the following activities

Academic Advising: providing advice to prospective and current students regarding all aspects of the academic programs and courses available/permission numbers, the admissions process, graduate policies, administrative procedures, degree requirements, financial matters, issues pertaining to international students, various sources of assistance to students in stressful situations, convocation requirements, etc
Academic records: maintain accurate academic records; initiating, collecting and submitting time extension petitions; verifying convocation; monitoring completion of degree requirements buy maintain accurate records, etc
Producing student progress reports ensuring that students are registered each term buy government count date; preparing student funding statements for tuition payment and student registration verification letters

Course scheduling, including, but not limited to the following activities

In consultation with the SEED Director and other departments, determines which graduate courses will be held in a particular term
Co-ordinate graduate course scheduling with other Faculty of Environment departments/schools in cases of held-with and cross-listed courses to ensure that core courses do not conflict with elective course offerings, request rooms for graduate classes and/or book rooms online using Outlook calendar
Schedule SEED graduate course offering using InfoSilem each term by the Scheduling department’s deadlines

Scholarship coordinator including, but not limited to the following activities

Organization and administration of the application process for several internal and external scholarships coordinated by the GSPA
Advising students of scholarship and application requirements
Maintaining records of allocation sand disbursements

Student defenses including, but not limited to the following activities

Coordinate student defenses, advising students of submission deadlines and guiding students through the defense procedures
Book room for defense, preparing, distributing and posting notice of defence
Checking student’s record for completion of degree requirements and submitting completed Intent to graduate/Degree Completion forms with final transcript to the GSPA

Graduate Calendar updates including, but not limited to the following activities

Prepares material in the online Graduate Calendar using the UW Academic Calendar Maintenance system (ACMS)
Monitoring faculty appointment changes, additions of new faculty members, revisions to existing programs and/or courses, and new program and/or course offerings is required to ensure correct information is submitted
Responsible for preparing curricular change forms for SEED, GSC and Faculty Council meetings using the Senate Graduate & Research Council change form

Administrative support including, but not limited to the following activities

Assist the Director, Associate Directors with graduate statistics and data when requested
Assist the Associate Directors with allocating teaching and research assistantships each term, input TA/RA salaries into Workday, request GRSs on Quest, and ensure that financial obligations to each graduate student are met
Attend ENV GSC meetings and GSPA meetings for graduate studies procedural and policy updates
Assist with other projects or tasks as assigned by Administrative Manager
Undergraduate degree desirable; equivalent combination of education and experience will be considered
Some administrative experience in an academic environment. Knowledge of graduate policies and procedures preferred
Excellent verbal and written communication skills
Independent judgement in time management, task prioritization and decision-making
Proven ability to manage a large volume of work, conflicting priorities and deadlines
Excellent human relations skills; ability to guide students, foster constructive team relationships, and to work effectively with faculty, staff and students
Intermediate experience with Microsoft word and Excel; Quest; Outlook Calendar and email; Academic Calendar Maintenance System and web content management software
Experience with SharePoint
Role requires occasional travel and occasional evening/weekend work