Graduate Program Coordinator

2 weeks ago


Waterloo, Canada University of Waterloo Full time

Overview:
The Graduate Program Coordinator administers academic services and advises graduate students in the department. The position is responsible for providing effective administrative support to the Associate Chair, Graduate Studies, occasional administrative support to the Chair, and general support to faculty in the department.

**Responsibilities**:

- Prepares the recommendation for admission and offer letter for the Associate Chair, Associate Dean, Graduate Studies and GSPA Associate Director’s approval

Advises graduate students in consultation with the Associate Chair, Graduate Studies as appropriate:

- Reviews PhD progress reports; arranges for approvals for PhD dissertation proposals, MA thesis proposals, and Masters of Research proposals; coordinates PhD area exams; coordinates PhD thesis defenses
- Assists with academic appeals; advise students on processes for student appeals or petitions
- Refers students to on-campus resources as appropriate
- Coordinates work term report submissions, grading, monitoring and awards
- Maintains department records and database of current students and graduates, including confidential correspondence
- Conducts final review of students’ transcripts to ensure all requirements have been met for program completion. Confirms final update for graduation on Quest
- Deliver immediate support to students in distress; follow up with appropriate referrals

Assigns teaching assistants and proctors for the department’s undergraduate courses:

- Assigns teaching assistants (TA) each term by matching students’ skills to course requirements and enrolments.
- Manages graduate student funding for the department
- Ensures that teaching assignments are consistent with students’ funding packages and that all graduate students are assigned the appropriate number of teaching assistantships
- Provides conflict mediation between TAs and faculty as needed
- Where applicable, oversees the assignment of midterm and final exam proctors in consultation with the undergraduate scheduling/examination representative
- Assigns office space for graduate students

Manages the graduate program budget, including the following:

- Prepares TA and scholarship budgets based on the number of new and continuing students
- Prepares the payroll submission for all students employed as TAs, markers and occasionally proctors
- Prepares scholarship nominations using the Faculty funding formula
- Assigns and coordinates departmental and tri-council Research Assistants (RA) in consultation with the Associate Chair, Graduate Studies, and the Administrative Manager
- Tracks senior PhD students in-funding and out-of-funding and updates this information for the Chair’s use during course scheduling
- Prepares and issues funding statements to all department graduate students for tuition payment
- Participates in annual budget process

Serves as the department calendar representative for the graduate program in consultation with the Associate Chair, Graduate Studies:

- Compiles course and program changes for submission to the graduate calendar and monitors the approval flow through Faculty and Senate committees
- Prepares submissions for the Graduate Affairs Group

Serves as the department scholarship coordinator:

- Provides detailed graduate scholarship information to graduate students
- Computes course averages based on student transcripts to ensure students’ eligibility
- Oversees UW graduate scholarships, bursaries and awards and reconciles the department’s UW scholarship fund; maintains financial summaries, award recipients, and authorizes payment of awards

Assists with graduate student engagement:

- Develops and assists in delivering the department’s annual graduate student orientation program, attends events, acts as a resource to students and provides program information. Works with the Math Graduate Office/Faculty Events Manager on the execution of Faculty wide graduate events
- Maintains active communication with students using a range of communication modalities
- Prepares text for and maintains the department’s graduate website
- Participates in planning various student-focused departmental events
- Manages the federal and provincial government’s annual recruiting seminars
- Serves as liaison to alumni

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 unit committee meetings with the Associate Chair, Graduate Studies; minutes these meetings
- Prepares data and statistical reports as required for the Chair and Associate Chair, drawing on departmental, Faculty and institutional data; participates in departmental self-studies
- Coordinates periodic internal and external graduate program reviews, including OCGS reviews, in co-operation with the Associate Chair and department Chair
- Maintains departmen



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