Coordinator, Graduate Services

2 weeks ago

Montréal, Canada Concordia University Full time

**Position Number**:50000440 /
**Department**:Mathematics and Statistics
**Grade**:GR09
**Campus**:Sir George Williams (Downtown)

**Salary**:$31.12 - $37.43 per hour
**Union/Association/HR Policy**:CUSSU

**Posting deadline**:November 10, 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, the incumbent is responsible for overseeing all logístical aspects of the Department’s graduate programs. They are a resource person providing advice and guidance to potential and actual students registered in the Department’s graduate programs. He/she anticipates program requirements and issues that students may encounter and advises on the correct course of action in order to graduate. They administer all matters pertaining to students’ financial support and departmental TA staffing needs.

**PRIMARY RESPONSIBILITIES**
- Provide timely and appropriate responses to graduate program inquiries including but not limited to advising prospective and current students on admission requirements, program requirements and academic deadlines: course registration, awards/scholarships/fellowships/ financial support, comprehensive examinations, thesis submissions, graduation requirements, etc.
- Gather and analyze data regarding the admission process, enrolment, and alumni statistics. Pro-actively counsel staff and faculty regarding: lists of applicants, tuition fees, total departmental funding support available, and all potential types of funding while ensuring that administrative deadlines and procedures are met.
- Responsible for overseeing all logístical aspects of the Department’s graduate students financial support obligations: ensures that contracts, graduate bursaries (departmental and CRM moneys) awards, scholarships and fellowships from the University, Department, MITACS, and ISM are processed accurately and dispersed ensuring expenditures are within budgetary limits
- Assess course TA needs and prepare TA contracts in FRIS. In close collaboration with the GPD and Department Administrator update support lists for Markers, Lab Coordinators, Math Help Centre & EC TA assignments, liaising between students and course instructors for smooth operation of course delivery.
- Research and recommend the department course offerings to ensure course topics are topics unique to other Montreal universities in order to maximize graduate enrollment. This includes creating and maintaining reading courses and maintains reading course lists and subsequently registering all students.
- Process acceptance and rejection letters using SIS, updates departmental records (databases and student files) as well as graduate program pages on the departmental website (course offerings, Math Help Centre schedules, etc.)
- Schedules and organizes committees and events such as thesis defenses, comprehensive examinations, meetings, student presentations and orientation sessions; takes minutes of graduate studies meetings.
- Manages graduate student office space.
- Replaces the Departmental Assistant during his or her absence when required.
- Undertake other tasks required by the Chair, Administrator, and Graduate Program Director(s).

**QUALIFICATIONS**
- Diploma of Collegial Studies (3-year technical DEC) in a field related to the primary responsibilities and two to four years of related work experience in an academic setting.
- Good knowledge (Level 4) of spoken and written English language skills; good knowledge (Level 4) of spoken French; basic knowledge (Level 3) of written French.
- Good knowledge (Intermediate level) of Word and Excel.
- Creativity to develop new administrative solutions and participate in the development co-curricular activities that benefit the students.
- High standard of work performance; excellent organizational, interpersonal, and communication skills; sensitivity to faculty and student concerns.
- Strong organizational and project management skills with ability to work under pressure, manage multiple tasks simultaneously, and meet deadlines; ability to work with confidential matters with tact and diplomacy.
- Proven ability to work in a fast-paced and potentially stressful environment.
- Excellent attention to accuracy and detail, and the ability to work autonomously as well as part of a team.
- Ability

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