Program Administrator
2 months ago
Please refer to the
job aid for instructions on how to apply.
Position Summary:
The Graduate Program Administrator will provide support for the Graduate Program Director for the newly formed Cancer Sciences Graduate Program and will be responsible for the day-to-day administrative activities to coordinate the McGill Cancer Sciences PhD Program. The incumbent will be involved in all activities leading to the launch and subsequent administration of this new graduate program. The Graduate Program Administrator will be the primary contact person for faculty and graduate students in the program and provide administrative support in several key areas as outlined below.
Primary Responsibilities:
- Provide administrative support to establish operations and academic committees within the graduate program. Coordinate their day-to-day activities.
- Provide administrative support to the Graduate Program Director and Committee Chairs. Attend meetings, take minutes, synthesize notes and follow up on action items.
- Participate in development of promotional materials and outreach to support graduate student recruitment and admission.
- Support the curriculum activities within the program including administrative support for courses and workshop development, and their subsequent delivery.
- Provide all aspects of administrative support for graduate program activities/events including orientation, research days, and student society social activities.
- Provide administrative support and tracking of graduate student progress, including committee meetings, comprehensive examinations, degree audits, thesis submission and defence.
- Execute maintenance of accurate databases of current and past members of the program, including graduate students and principal investigators
- Coordinate graduate excellence budgets associated with graduate program, including forecasting for multi-year planning for stipends and awards.
- Coordinate special projects related to graduate program: annual events, research days, retreats, student orientation, etc.
- Work with Student Information Systems (SIS) and Financial Information Systems (FIS) needed for support of the graduate program.
- Maintain graduate program website, listserves and social media accounts.
- Communicate with graduate students and principal investigators to ensure that they are aware of current rules and regulations associated with graduate studies at McGill.
- Support student affairs activities such as program and course registration, entering and changing grades, processing grades, thesis submissions, failures, degree audits, convocation lists.
- Guide and advise students regarding graduate program requirements, procedures, identifying appropriate resources, or referring them to the GPD, if problems arise. Keep students informed of deadlines, changes in regulations, etc.
- Serve as the point person and information source for all University and departmental policies and procedures relevant to graduate education.
- Support faculty with regard to graduate activities (admissions, funding forms, etc.).
- Act as a liaison with GPS, ES, and Student Accounts with regard to specific graduate studies issues.
- Flexibility to administer any other activities related to the program as required.
Other Qualifying Skills and/or Abilities
- Strong experience in student affairs and event planning.
- Experience with program development or project administration preferably in an education or training setting.
- Strong organizational and project management skills, ability to manage multifaceted agendas and evaluate issues and determine priorities.
- Strong research and analytical skills, with the ability to gather and synthesize information from a variety of sources.
- Be service-oriented, entrepreneurial, and creative, and be able to liaise with all levels of staff, and professors.
- Ability to work independently or with teams with minimum direction or supervision.
- Flexibility to adapt to tight deadlines, frequent changes and demands.
- Ability to take minutes at meetings and follow up with action items in a timely manner.
- Exceptional interpersonal and communication skills.
- Confidentiality, discretion and professionalism.
- Strong verbal and written communications skills, in both English and French. McGill University is an English-language university where day to day duties may require English communication both verbally and in writing.
- Minimum Education and Experience:
- DEC III 3 Years Related Experience with DEC III /
Hourly Salary:
(MUNACA Level H) $33.05 - $40.97
- Hours per Week:
- 33.75 (Full time)
Supervisor:
Associate Professor
Position End Date (If applicable):
Deadline to Apply:
- 2023-08-01
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