Assistant, Graduate Program

3 weeks ago

Montréal, Canada Concordia University Full time

**Position Number**:50000435 / P2201B
**Department**:Chemistry and Biochemistry
**Grade**:PE236-8
**Campus**:Loyola (NDG)

**Salary**:$30.84 - $36.70 per hour
**Union/Association/HR Policy**:CUSSU

**Posting deadline**:November 28, 2023

Recognized as Canada’s top university under the age of 50, and one of Montreal’s top Employers, Concordia University is the place to be if you are looking to grow, contribute and innovate in a dynamic and multicultural environment.

Be part of a community that addresses society’s big challenges, supports your personal and professional growth, and makes a real impact in building a more sustainable world.

As a member of our community, you will have access to comprehensive benefits, a defined pension plan and numerous on site well-being facilities such as a state of the art gym and health clinic as well as a variety of educational and cultural opportunities.

**SCOPE**
Reporting to the Department Administrator and functionally to the Graduate Program Director (GPD), the incumbent provides support to the Graduate Program Director in all aspects of administration of the Department’s graduate programs. They provide administrative support to the graduate and postdoctoral studies programs and serve as a front-line resource person for students and faculty, providing information on the department’s programs and policies.

**PRIMARY RESPONSIBILITIES**
- Respond to and/or direct general inquiries regarding the Graduate Program, meet new and potential students, and provide pertinent information; liaise with various departments throughout the University.
- Maintain the graduate student files in the Department; develop and maintain a detailed and searchable database on our graduate student population, to be updated at the start of each term; maintain and update RA/TA/award funding model spreadsheet to ensure that students receive the guaranteed minimum annual stipend; prepare and track all graduate student requests for the Graduate Program Director; compile and analyze graduate data.
- Assist the GPD and students in matters relating to registration, courses, supervisory committee meetings and progress reports, student requests and academic deadlines.
- Distribute Annual Progress Reports from the School of Graduate Studies and provide follow up to ensure students, faculty and the Graduate Program Director have completed the forms.
- Track student progress to ensure all department and graduate requirements are met (research proposals, GPA and grades, committee progress reports, etc.); inform the GPD of students’ progress and alert the GPD of potential problems.
- Assist students and faculty with all aspects associated with graduate theses and comprehensive exams, including scheduling the defense/exam, appointing of a Chair, preparing the required reports, ensuring that the thesis/proposal is distributed to the committee members, publicizing the information within the department and ensuring the grade is submitted.
- Assist with all aspects of graduate recruitment including, but not limited to, planning and participating in graduate recruitment activities, representing the Department at graduate events; develop, maintain and distribute promotional materials and social media, providing non-academic information and resources to applicants.
- Review the Chemistry and Biochemistry Graduate Calendar and communicate the changes/updates that have to be made to the chair of the departmental Curriculum Committee; prepare updates for the University graduate calendar (including CCMS forms) for the University Graduate Calendar, the graduate view book and related documentation for the Department; review and update as needed the information and links on the Graduate Programs pages of the departmental website.
- Assign and process key requests for Graduate Offices, ensure that the office is vacated and the key is returned to security when the student, research associate, Post Doc or visiting scientist has finished.
- Prepare RA Bursary contracts; assist technical supervisor with workload and TA contracts/top-ups; ensure all signatures are obtained and that contracts are forwarded to the Dean’s office or payroll, as required.
- Provide administrative support in the organization of postdoctoral and visiting scientists.
- Meet with the GPD regularly to discuss short-, medium
- and long-term goals; prepare SOPs for common tasks; maintain yearly and perpetual calendars with important deadlines for common tasks.
- Perform other duties as required in support of the Department including replacing office staff.

**QUALIFICATIONS**
- Attestation of College Studies (ACS) in Office Systems Technology or in a field related to the primary responsibilities and two to four years of experience providing frontline services to a demanding clientele with a strong emphasis on meeting client demands and needs.
- Excellent interpersonal skills and communication (written and oral) skills, with the ability to work i

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