Graduate Program Administrator, Faculty of Science

7 months ago


Calgary, Canada The University of Calgary Full time

**Description**

The **Graduate Science Centre** is currently seeking a Full-time Limited Term** Graduate Program Administrator** for approximately 6 months.

Reporting to the Manager, Graduate Student Centre, the Graduate Program Administrator (GPA) provides student affairs expertise related to student admission, funding, registration and progression through their degree program to graduation. This role is accountable for providing accurate information and guidance to students on procedures, policies, and regulations and administer all aspects of student affairs processes from pre-admission to graduation.

**Summary of Key Responsibilities** (job functions include but are not limited to):

- A detailed knowledge of degree program requirements is maintained and up-to-date.
- Compiles and processes all admission and scholarship documentation including Grade Point Averages for review by the Admissions/Scholarships committees.
- Provide advice and assistance to students on all aspects of their academic experience, including progression and requirement matters for their chosen degree.
- Communicates all timelines and deadlines pertaining to graduate students.
- The integrity of information provided to students when advising is ensured and is offered with discretion and tact to avoid misunderstandings or difficult encounters.
- Support all academic related processes of graduate student support from admissions up to graduation within the graduate student lifecycle.
- Maintain comprehensive knowledge of admission criteria and degree program requirements for all Faculty of Science programs as well as the selection criteria of high demand and quota programs.
- Develop rapport with advisees, faculty and campus staff to create and maintain open and collaborative relationships.
- Foster and maintains cooperative and trusting relationships with the Graduate Studies, Enrolment Services and other student affairs and service offices across campus in order to provide seamless and efficient student support processes.
- Attendance at recruitment and other events/activities as appropriate.
- Liaise with the Graduate Program Directors on all aspects of a student's file (e.g., scholarship, reporting, program requirements, etc.).
- Liaise with the GAT allocators in regards to teaching assignments and ensure that AoADs and Offer Letters are processed and generated accordingly by following the GSA Collective Agreement.
- Maintain records and files to ensure that information is as up-to-date as possible, recognizing that this information must be kept accurate and current for use by others.
- Compile and update student funding information (e.g., GAT, RA, visa differentials, and other award funding) for the GSC records and pass it on to the Business Operations team for pay entry ensuring student payment distribution follows the departmental funding policy and scholarship terms of reference.
- Ensures that the information published on the Graduate Program web pages is timely, accurate and easy for prospective and in-program students to view and make decisions.

**Qualifications / Requirements**:

- A minimum of a 4 year undergraduate degree is required, preferably in Sciences; master's degree would be an asset.
- At least 3-5 years progressive student affairs experience required, preferably within graduate studies.
- Experience working in a large, dynamic team with proven personal effectiveness and productivity is required.
- Strong planning, time management and organizational skills.
- Proven effective decision-making and problem-solving ability in a deadline driven role is required.
- A positive and professional demeanour is essential.
- Excellent written, oral and presentation skills are required.
- Ability to think and act quickly and effectively under pressure, exercising initiative, tact, diplomacy, discretion and good judgement is required.
- Demonstrated ability to be resourceful, creative, innovative, and flexible required.
- Proven ability to manage heavy workload, stress and multiple priorities with high level of initiative, flexibility, thoroughness, accuracy, and attention to detail is required.
- The ability to work independently to tight timelines, maintain confidentiality and deal effectively with overlapping and changing deadlines is required.
- Advanced Computer skills including MS Office Suite (including Word, Outlook, PowerPoint, and Excel) and PeopleSoft required; knowledge of related software (e.g., Electronic Document Management Systems, Qualtrics, Power BI) is an asset.
- Ability to interpret policies, procedures and regulations is required.
- Experience with web content management systems will be considered an asset.
- Knowledge of university policies and procedures associated with the portfolio supported including the academic calendar is an asset.
- Knowledge of the Freedom of Information and Protection of Privacy Act and the Student Misconduct and Academic Appeals Policy would be an asset.
- Ability to build



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