Graduate Administrator

3 months ago

Toronto, Canada University of Toronto Full time

**Date Posted**:09/12/2024
**Req ID**: 39697
**Faculty/Division**: Faculty of Arts & Science
**Department**: Dept of Astronomy and Astrophysics
**Campus**: St. George (Downtown Toronto)
**Position Number**: 00032885

**Description**:
**About us**:
The Faculty of Arts & Science is the heart of Canada’s leading university and one of the most comprehensive and diverse academic divisions in the world. The strength of Arts & Science derives from our combined teaching and research excellence in the humanities, sciences and social sciences across 29 departments, seven colleges and 46 interdisciplinary centres, institutes and programs.

We can only realize our mission with the dedication and excellence of engaged staff and faculty. The diversity of opportunities and perspectives within the Faculty reflect the local and global landscape and the need for curiosity, innovative thinking and collaboration. At Arts & Science, we take pride in our legacy of innovation and discovery that has changed the way we think about the world.

The David A. Dunlap Department of Astronomy & Astrophysics is engaged in a wide range of observational and theoretical research while working with our associated units, the Canadian Institute for Theoretical Astrophysics and Dunlap Institute for Astronomy & Astrophysics. In recent years, our department has participated in national and international projects at the cutting edge of astronomy. Located at the Universityof Toronto, one of the highest ranked research universities in the world, our department creates a lively and diverse atmosphere for research, teaching and outreach.

**Your opportunity**:
In support of the Graduate Program, the incumbent will also organize student recruitment activities; coordinate PhD oral exams; design and maintain the departmental graduate website; coordinate the on-line graduate course evaluations; handle arrangements for all graduate conferences, workshops and special events; and administer all mattersrelated to Teaching Assistants, Sessional Lecturers and Sessional Instructional Assistants in consultation with the Associate Chair, Undergraduate.

**Your responsibilities will include**:

- Advising Graduate students on academic matters by providing options and consequences, incorporating personal circumstances impacting academic success and an understanding of an individual's background
- Analyzing and making recommendations on graduate funding award allocations
- Providing detailed information on Graduate program and/or course eligibility requirements, procedures, policies and deadlines
- Updating student academic records, graduate course scheduling, verifying course instructor diagnostics for evaluations in ROSI.
- Reviewing and approving changes to Graduate program requirements for exceptional cases
- Supporting Graduate student recruitment activities by producing promotional and outreach materials, promoting programs at recruitment events and delivering student recruitment presentations
- Analyzing service delivery and/or internal processes and recommending improvements
- Generating reports and databases on graduate data; preparing statistics including enrolment models and providing cohort information and funding requirements to FAS

**Essential Qualifications**:

- Bachelor's Degree in Business Administration or an acceptable equivalent combination of education and experience.
- Minimum four years administrative experience, preferably in a post-secondary education environment
- Experience providing program and/or course information to current and prospective students
- Demonstrated experience managing complex financial data, preparing and managing budgets and/or award funding forecasts
- Demonstrated experience in organizing events (ie. weekly colloquia)
- Knowledge of graduate funding, awards and scholarships
- Experience administering international and domestic Trainee and Employee Post-doctoral fellows (ie.) work permit for internationals; letter of engagement
- Experience coordinating student recruitment activities
- Strong computer skills, including MS Office (Word, Excel, PowerPoint, Outlook), and website content management systems
- Intermediate skills with ROSI or other similar enterprise database solutions/CMS systems
- Ability to analyze quantitative data, perform problem analyses and make recommendations
- Excellent interpersonal and organizational skills
- Excellent verbal and written communications skills, ability to understand complex information and policies and successfully translate them to students and faculty
- Ability towork effectively under pressure and to meet deadlines

**To be successful in this role you will be**:

- Communicator
- Multi-tasker
- Organized
- Problem solver
- Resourceful
- Team player

**Notes**:

- This is a term position until June 30, 2025.
- This role is currently eligible for a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the University of Toronto’s

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