Graduate Coordinator and Advisor

6 days ago

Waterloo, Canada University of Waterloo Full time

Overview:
The Graduate Program Coordinator and Advisor administers academic services and advises English Language and Literature graduate students. 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 and sessional instructors in the Department.

**Responsibilities**:

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

Advises graduate students in English Language and Literature, in consultation with the Associate Chair, Graduate Studies as appropriate:

- Advises students regarding program requirements, including course selection, milestone requirements, program status and changes, enrolment issues, co-operative education, cross registration, exam regulations, academic deadlines, petitions for extensions, thesis submission and PhD defenses;
- Reviews PhD progress reports; arranges for approvals for PhD dissertation proposals, MA thesis proposals, and MRP thesis proposals; coordinates PhD area exams; coordinates PhD thesis defenses;
- Assists with academic appeals;
- 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

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

- Assigns teaching assistants 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;
- Ensures that all graduate students are assigned the appropriate number of teaching assistantships;
- Provides conflict mediation between TAs and faculty as needed;
- Oversees the assignment of midterm and final exam proctors by the Support Services Coordinator;
- 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 RAs 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 English Language and Literature graduate students for tuition payment;
- Tracks funds in the graduate entertainment budget

Serves as the department timetable representative for the Graduate programs:

- Assists the development of the graduate course schedule each term;
- Enters on Infosilem the departmental timetable for graduate courses each term in consultation with the Chair;
- Reviews the final graduate course schedule for accuracy and meeting department needs.

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;
- Prepares submissions for the Graduate Affairs Group

Serves as the department scholarship coordinator:

- Provides detailed scholarship information to graduate and undergraduate 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 English Language and Literature graduate student engagement:

- Develops and assists in delivering the department’s annual graduate student orientation program;
- Maintains active communication with students using a range of communication modalities;
- Develops and implements department graduate program marketing plans in consultation with the Associate Chair, Graduate Studies, the Chair, Graduate Studies Office, and Creative Services as appropriate;
- Prepares text for and maintains the English Language and Literature graduate website;
- Participates in planning various student-focused departmental events;
- Manages the federal and provincial government’s annual recruiting seminars;
- Serves as liaison to English Language and Literature 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

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