Graduate Coordinator

1 month ago

Waterloo, Canada University of Waterloo Full time

Overview:
**Term: 2 years**

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

**Responsibilities**:
1. Provides comprehensive administrative support to the department’s graduate programs:

- Collaborates with the Associate Chair, Graduate Studies to optimize the management of graduate programs administration.
- 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;

2. 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;
- Provides guidance or referral on non-academic matters as needed; provides support to international graduate students as required
- Coordinates TA, RA and GRS allocation and payment;
- Schedules proctors for all undergraduate midterm and final examinations in collaboration with the Undergraduate Program Assistant;
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

4. Co-ordinates communications, marketing, and recruiting for graduate programs:

- Manages annual graduate recruitment strategies
- 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

Qualifications:

- Completion of a Bachelor’s degree, or equivalent education and experience
- Administrative experience in an academic department, particularly in academic program administration
- Proven attention to detail
- Record of success in managing relationships with faculty, staff and students
- Demonstrated commitment to confidentiality
- 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

Equity Statement:
The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is co-ordinated within our Office of Indigenous Relations.

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