Graduate Program Coordinator and Advisor

7 months ago

Waterloo, Canada University of Waterloo Full time

Overview:
The Graduate Program Coordinator and Advisor is responsible for effective and efficient administration of the graduate program in Chemistry. This role is responsible for ensuring the smooth day-to-day, term-toterm and year-to-year operation of the departmental graduate degree program within established policies and procedures, and according to the established calendar of events. This role provides advice, support and guidance to current and prospective graduate students, faculty members and the Associate Chair Graduate Studies. The incumbent reports to the Administrative Officer and the Associate Chair, Graduate and Research Programs.

**Responsibilities**:
Graduate Program Administration
- Liaison between the Department, the Science Graduate Office, GWC2 Centre Administrative Assistant, Graduate Studies and Postdoctoral Affairs and Graduate Students at Waterloo and the Guelph Campus;
- Administer the graduate studies program in collaboration with the Associate Chair, Graduate and Research Programs according to the policies, procedures and guidelines of the university and the Centre;
- Assist with on-line admission process for graduate student applicants according to university requirements and guidelines;
- Maintain the graduate student databases (125-140 graduate students) that manage milestones,
funding, student payments, scholarships, progressions and contract letters;
- Run and generate adhoc reports using the graduate student database;
- Develop and maintain confidential records for past and current graduate students;
- Compile graduate course and program enrollment data to support department decision-making and strategic planning;
- Issue permission numbers for course enrollment and collect outlines for special topic courses;
- Coordinate graduate meetings for MSc and PhD students, which includes bookings, compiling the meeting paperwork, sending out announcements, and as required, scheduling the meeting;
- Process course grades and grade revisions and bring problem cases to the attention of the Associate Chair, Graduate and Research Programs;
- Assist Centre with reviewing graduate curriculum revisions and calendar updates;
- Manage confidential graduate student records and monitor student progress in the program;
- Monitor and review enrolment and graduate reports generated by Graduate Studies and Postdoctoral Affairs (GSPA);
- Assist with department self-study and graduate program accreditation reports as required;
- Identify and implement process improvements in collaboration with the Associate Chair, Graduate and Research Programs

Graduate Student Advising and Administrative Support for Graduate Studies Program
- Advise and provide support and guidance on Chemistry program requirements, class enrolment, deadlines, and university regulations and policies with particular attention being paid to the unique and individual requirements of the Nanotechnology/Chemistry Program as well as the Quantum Information Program;
- Advising incoming and current students on policies, procedures, milestones, deadlines, and other program matters
- Coordinate graduate student orientation for new students each term
- Provide ‘first contact’ confidential direction to student resources (e.g. Counselling Services, International Student Office, Accessibility Services);
- Oversee coordination and logistics of graduate student committee meetings (thesis proposals, assist with comprehensive exam, research seminars, committee meetings, M.Sc. and Ph.D. seminar presentations (Chem794/Chem795), and M.Sc. and Ph.D. thesis defences);
- Complete and submit the appropriate paperwork and grade submission for all graduate student committee meetings (thesis proposals, assist with comprehensive exam, research seminars, committee meetings, M.Sc. and Ph.D. seminar presentations (Chem794/Chem795), and M.Sc.
and Ph.D thesis defences);
- Prepare and maintain graduate program instructions to new students and graduate program webpage in consultation with Associate Chair, Graduate and Research Programs

Teaching and Research Support
- Review Teaching Assistant eligibility of graduate students each term;
- Assist Associate Chair Graduate Studies with TA course assignments each term (45-55 graduate TAs per term + 50-60 Undergraduate TAs per term);
- Prepare TA contracts and collect signatures;
- Submit graduate and undergraduate TA hires through Workday;
- Provide financial analysis of Teaching Assistant budget and ad hoc reports as required;
- Manage and allocate graduate funding to all Chemistry graduate students, encompassing faculty funding packages, teaching assistantships and student buy-outs;
- Provide strategic advice to ensure student financial support is effectively used to recruit the best students;
- Prepare research stipend contracts and submit mass hire template to Payroll each term
- Assist TA Workshop Committee to organize the TA Workshop and track that the graduate students complete each TA workshop module

Financ

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