Graduate Program Administrator
2 weeks ago
Overview:
Reporting to the School of Computer Science, Graduate Studies Supervisor the Graduate Program Coordinator is responsible for the administration of the assigned graduate program(s). The incumbent receives functional direction from the Data Science Program Director and performs a wide range of activities including, but not limited to administration support, graduate student liaison and support, internal and external communications management & business development.
**Responsibilities**:
Graduate Academic Support- Must be knowledgeable in graduate policies and procedures- Provide ongoing support to graduate students, fielding general inquiries; provide guidance, trouble-shoot and problem-solve as required- Ensure that graduate students are aware of deadlines and issues relating to requests for extensions, course registration, course changes, co-ops, thesis submissions, calendar changes, convocation requirements, etc- Interpret scholarships as per university and department policies pertaining to graduate studies- Publicize pertinent information and deadlines for scholarships- Provide input into the decision process of student nominations for program, faculty and university graduate scholarships and awards- Organize graduate student events, which may include but not limited to: colloquium talks, graduate orientation sessions, guest lectures, employers sessions and graduate celebrations- Provide graduate program information to assist in the preparation of the preliminary departmental budget- Communicate with relevant units (CS, SAS and C&O) in financial and academic support of MMath Data Science students
Recruitment and Information Services-
- Organize information sessions for graduate student recruitment and advertise in print and website- Prepare files for Admissions Committee, assist in preparing short list
Support for student employment co-ops- Provide information to employers about employment process- Coordinate interviews working with CECA and overseeing co-op placements- Work closely with co-op and career services and career developments- Co-ordinate career workshops- Develop and update recruiting and marketing materials for industry and prospective students
Graduate Program Maintenance- Ensure program information is up-to-date in the university calendar and on the website- Assist with graduate milestone completions (e.g. thesis defenses, etc.)- Collect graduate course information from faculty members and publicize it- Assist in course scheduling
Administrative/secretarial support including, but not limited to the following- Organize Advisory board Meetings and attend, take minutes- Provide administrative and secretarial support to the Data Science Program Director in the administration of the assigned graduate program(s)- Maintain program records and documentation as required
Qualifications:
- College Diploma in Office Administration, Business Administration or related discipline
- Equivalent combination of education and experience will be considered- Minimum 2 years of experience in an academic institution in an educational support/coordinator role- Demonstrated experience providing general administrative support- Ability to adapt to change- Excellent human relation skills, in particular, ability to work confidentially and strategically with faculty members, graduate students, and staff- Independent judgment in areas of time management, task prioritization and decision-making- Proven ability to manage a large volume of work, conflicting priorities and deadlines- Exceptional verbal and written communication ability- Intermediate/advanced experience with Microsoft Office, especially Excel- Experience with web-based student/client management environment with the ability to create relevant reports- Experience with web-based document repository, Quest and OnBase. Willingness to learn new software as required
- Occasional local travel may be required
Equity Statement:
The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is co-ordinated within our Office of Indigenous Relations.
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