Graduate Programs Coordinator

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

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The Graduate Programs Coordinator provides comprehensive administrative support to the MA program in Political Science and the MA and PhD programs in Global Governance.

Provides comprehensive administrative support to the department’s graduate programs

Collaborates with the Associate Chair, Graduate Studies, and two Program Directors for Global Governance to optimize the management of graduate program administration
Administers graduate program applications: calculates admission averages, reviews reference letters, evaluates domestic and international transcripts; ensures admission requirements are complete; Identifies qualified applicants from non-Canadian universities; applies expertise in assessing applications from education systems that may differ by country and institution
Completes positive recommendations for review by the Associate Dean, Graduate Studies; concludes negative recommendations; Schedules graduate course offerings and assists with exams; Monitors students’ progress, including progress toward comprehensive examinations and final thesis examinations; co-ordinates internal and external examiners’ review
Co-ordinates submission of graduate course marks; Conducts final review of graduands’ files to ensure program requirements have been met; Maintains close ties with relevant staff at Wilfrid Laurier University with respect to management of the joint PhD in Global Governance; Assists in the preparation of appraisal briefs for OCGS in consultation with the responsible program officer;
Develops and maintains comprehensive graduate student databases to monitor program status, financial support, historical data for various reporting functions including OCGS reports and program reviews

Serves as a resource for graduate students

Provides students with documentation as required for registration;
Advises or refers students to the appropriate individual or agency for advice when problems or concerns arise
Assigns and manages office space for graduate students
Serves as a resource for all incoming and continuing students on policies, procedures, deadlines, and other program matters; ensures students are aware of program requirements, course and calendar changes, and convocation requirements
Assists the Associate Chair with prospective co-op graduate student applications
Provides guidance or referral on non-academic matters as needed; provides support to international graduate students as required

Manages funding arrangements and scholarship application process for graduate students

Coordinates TA, RA and GRS allocation and payment
Schedules proctors for all undergraduate midterm and final examinations in collaboration with the Undergraduate Program Assistant
Serves as the graduate scholarship coordinator for internal and external scholarship competitions; ensures that eligible doctoral students are aware of available external awards; assists students with applications as required
Prepares nominations for graduate scholarships and awards; ensures awards have been correctly paid; monitors available funds
Assists the Chair and Administrative Assistant in the preparation of the annual budget as related to the graduate programs

Co-ordinates communications, marketing, and recruiting for graduate programs

Manages annual graduate recruitment strategies, including preparation of booth material for annual UW Grad Fair
Assists Chair and Associate Chair, Graduate Studies, in the design and distribution of advertising and promotional material for prospective graduate students
Responds to inquiries pertaining to the graduate programs; serves as the liaison between the programs and other departments and educational institutions, alumni, and external contacts
Maintains department web pages related to graduate students; creates and maintains student profiles
Co-ordinates and participates in annual graduate student orientation activities; arranges information sessions
Prepares graduate program handbooks in consultation with the relevant program officers
Co-ordinates submission of graduate material for department meetings, for Arts’ Graduate Affairs Group, and for the Graduate Calendar; ensures faculty calendar information is updated
Maintains connection with program alumni and ensures currency of alumni contact information
Completion of a Bachelor’s degree, or equivalent education and experience
Administrative experience in an academic department, particularly in academic program administration
Record of success in managing relationships with faculty, staff and students
Demonstrated commitment to confidentiality
Proven attention to detail
Demonstrated ability to ask probing questions, anticipate student needs, and apply sound judgment
Proven ability to work independently with minimal supervision in a fast-paced, deadline-oriented, multi-tasking environment
Thorough knowledge of university policies and procedures, particularly as related to graduate studies and scholarship requirements
Intermediate skill level using Microsoft Word
Intermediate skill level using Excel
Intermediate skill level using PowerPoint
Other technical skills: Quest, OnBase, Infosilem, SharePoint, Outlook, WCMS
Travel: The position is dedicated two days per week to the Balsillie School of International Affairs with the balance of time on the main UW campus