Graduate Services Officer

1 week ago

Ottawa, Ontario, Canada Carleton University Full time

Duties and Responsibilities:


Reporting to the Assistant Graduate Registrar or his/her delegate, the Graduate Services Officer administers and facilitates all aspects of the student record beginning with the offer of admission and financial awards through to completion and graduation from the academic program.

The incumbent is responsible for determining the admissibility of student applicants.

The incumbent works within a team to perform day-to-day functional and operational requirements pertaining to all aspects of the student's academic and funding record.


The incumbent is responsible for providing advice on student academic and awards related issues including policies, procedures and regulations governing graduate students, to prospective and in program students, as well as, academic and administrative staff.

The incumbent reviews student eligibility, approves exchange registrations, processes admissions and funding offers, program continuation, program revisions, changes of grades, student registration, removal of conditions, monitors and maintains the accuracy of student status, thesis administration, academic audits and graduation.


The incumbent maintains a comprehensive working knowledge of university policies; the Collective Agreements (CUPE Local 4600 Unit 1 and 2), provincial (MTCU) and federal granting council regulations.

Continuous contact with academic departments, HR and Payroll, Student Accounts Receivable, ISSO, Carleton International, OIRP and other departments on campus is essential.


The incumbent is responsible for the update of all paper and electronic files regarding the outcome of the above activities in a timely manner with the goal of meeting the University schedules on time and with a high level of accuracy.


Qualifications:

The incumbent must possess the following qualifications:

  • Must possess a thorough knowledge of University and Faculty policies, regulations, and procedures, current, past, and new
  • Experience in customer service, financial award administration and basic business/Accounting practices preferred
  • A conceptual knowledge of Student Information system (BANNER) and financial award system (UGAFA) is preferred, to allow the incumbent to become productive as quickly as possible in a complicated, high volume work environment
  • Incumbent must be a strong team player and have the ability to handle multiple tasks simultaneously while providing mutual support to colleagues
  • Must complete the required tasks with highly developed communication, interpersonal and problemsolving skills as well as tact, diplomacy, empathy, discretion, cultural sensitivity and a high level of professionalism.
  • Incumbent must be able to complete work accurately and be attentive to detail, within critical time schedules and twice monthly deadlines for payments of employment wages, scholarships/awards established by HR-Payroll and Student Accounts Receivable
  • Must possess excellent organizational skills and be able to determine priorities effectively;ability to problem solve and refer students and potential students and to appropriate services and academic units.
  • Availability to work overtime as required.

Education and Experience:

The above is normally acquired through the completion of:

  • Completion of 4 years post secondary education, computer skills including word processing, and the student information database (or equivalent education and experience)
  • Five years experience preferably in financial aid, records or a student services postgraduate environment.
  • Banner/UGAFA familiarity preferred.

HR Note:

Equivalencies will be considered. Applicants are encouraged to provide information which may demonstrate equivalent qualifications.

Please note that applicants may be required to complete an employment test as part of the selection process for this position.

Those applicants that are selected for an interview will be requested to contact the Human Resource Advisor assigned to this competition as soon as possible to discuss any accommodation requirements.

Arrangements will be made to accommodate your request in a timely manner.

Carleton University is strongly committed to fostering diversity within its community as a source of excellence, cultural enrichment, and social strength.

We welcome those who would contribute to the further diversification of our University including, but not limited to:

women; visible minorities; First Nations, Inuit and Métis peoples; persons with disabilities; and persons of any sexual orientation or gender identity and expressions.

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