Admin Coordinator, Graduate Studies

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

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Term: 1 year

The Administrative Coordinator, Graduate Studies, administers academic services and advises Sociology graduate students. The position is responsible for providing effective administrative support to the Associate Chair, Graduate Studies, and general support to faculty in the Department.


Administers applications to the MA & PhD programs, including the following:

Advises prospective graduate students on admission requirements, application procedures, alternative programs or preparation required to meet eligibility requirements
Processes MA and PhD applications by reviewing transcripts and educational institutions, calculating admission averages, reviewing reference letters, English language proficiency certification and GRE scores
Determines qualified applicants from foreign universities, by applying expertise on educational systems that may differ by country and institution
Communicates with applicants and referees about problems with their application
Prepares all incoming graduate applications for adjudication; generates a recommendation list of offers; and based on the approval of the Associate Chair, prepares the offer letters for potential, incoming graduate students

Serves as a resource for graduate students, in consultation with the Associate Chair Graduate Studies as appropriate:

Advises students about policies, procedures, program requirements, milestone requirements, program status changes, petitions for extensions, grade appeals, thesis submission and PhD defenses
Assists with academic appeals
Advises or refers students to on-campus resources as appropriate
Assigns teaching assistants each term by matching students’ skills to course requirement and enrolment
Manages the TA evaluation process
Assigns office space and issues key permits for graduate students
Coordinates MA thesis proposals, defenses, PhD comprehensive examinations and proposals; processes paperwork, books rooms and audio visual equipment and assists with travel arrangements for external examiners
Conducts final review of students’ transcripts to ensure all requirements have been met for program completion

Manages funding arrangements and serves as department scholarship coordinator:

Coordinates and reconciles TA, RA and GRS allocation
Processes TA, RA, GRS payments and casual pay requests
Assists the Chair and Administrative Assistant in the preparation of the annual budget as related to the graduate programs
Prepares scholarship nominations using the Faculty funding formula
Provides detailed scholarship information to graduate and undergraduate students
Reviews all applications for OGS and SSHRC competitions to ensure the correct procedures have been followed and all supporting documentation has been submitted
Computes course averages based on student transcripts to ensure students’ eligibility
Compiles applications and provides the Associate Chair with data required to rank applicants
Allocates and tracks department-level funding for graduate student travel to conferences; completes travel settlement claim forms

Assists with graduate student engagement:
Coordinates graduate student orientation and Teaching Assistant (TA) workshops
Maintains active communication with students using a range of communication modalities
Participates in planning various student-focused departmental events
Coordinates co-op placements with Associate Chair. Works with the Associate Chair (and others) to maintain and develop co-op opportunities

Provides administrative support to the Chair, Associate Chair, and faculty, including the following:

Advises Chair and Associate Chair of any problems in the graduate program and recommends improvements
Prepares the agenda for Sociology Graduate Committee meetings with the Associate Chair Graduate Studies; minutes these meetings
Reviews the final graduate course schedule for accuracy and meeting department needs
Prepares data and statistical reports as required for the Chair and Associate Chair, drawing on departmental, Faculty and institutional data
Maintains department records of current students and graduates
Prepares submissions for the Graduate Affairs Group
Develops and maintains graduate student database to monitor program status, financial support

Print and Website Communication, Marketing and Recruitment:
Respond to inquiries about the MA and PhD programs
Prepares text for graduate website and maintains graduate program handbooks in consultation with the Associate Chair
Maintains connection with program alumni and assists with alumni events
Manages annual graduate recruitment strategies, including preparation of booth material for annual UW Grad Fair
Compiles course and program changes for submission to the Graduate Calendar
Undergraduate degree or equivalent combination of education and experience
Administrative experience in an academic environment including knowledge of graduate policies and procedures particularly as related to graduate studies
Well-developed organizational, analytical, interpersonal, customer service and communication skills (oral and written)
Demonstrated commitment to confidentiality
Proven attention to detail, and accuracy while multi-tasking are essential. Proven capacity to handle a high volume of work is required
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, Excel and PowerPoint
Other technical skills: Quest, OnBase, Infosilem, SharePoint, Outlook, WCMS