Administrative Coordinator, Phd

6 months ago

Waterloo, Canada University of Waterloo Full time

Overview:
**Term: 13 months**

The Administrative Coordinator, PhD is an administrative position in the Engineering Graduate Studies Office (EGSO), reporting to the Manager, Graduate Operations (MGO), and is responsible for overseeing day-to-day operations of the faculty’s PhD graduate degree programs from admission to degree completion. Additionally, this position provides support in the governance of the Faculty graduate programs by managing faculty level oversight committees and the associated processes. The Administrative Coordinator, PhD administers certain award competitions and special projects such as the 3 Minute Thesis Competition (3MT).

**Responsibilities**:
Managing Engineering PhD Comprehensive Exams, PhD Oral Defenses, and PhD Thesis Submission and Acceptances
- Manages Chair selection process for all comprehensive examinations within the faculty
- Collects and maintains comprehensive Chair records and mailing lists for the faculty
- Prepares regular Chair reports to send to Faculty members and Department Chairs to indicate faculty/departmental participation levels
- Manages the Comprehensive Exam Extension Request process, including using data extracts to identify which students are beyond limits, and approving extensions on behalf of the Associate Dean, Graduate Studies (ADG)
- Chief administrator for all thesis defenses including considerations made for absent/missing committee members, all database updates, paperwork and communications, liaising with GSPA to identify the Chair of the examination committee, preparing Examination Reports and Thesis Acceptances, and delivering the chair’s package for the oral examination
- Oversees the online thesis system and is the primary administrative contact for all system issues
- Provides all communications for comprehensive examination and thesis defense committees, external examiners, chairs, administration and faculty administration
- Confirms all comprehensive and defense records are complete and free of any errors, omissions or inconsistencies and that University/Faculty regulations for comprehensive exams/defenses have been adhered to
- Works independently to resolve complications associated with planning and completion of the thesis defenses and comprehensive examinations
- Monitors deadlines set by exam/defense committees and University regulations and advises the ADG, Departments and students as appropriate
- Processes paperwork related to PhD milestone completion and PhD thesis acceptances
- Ensures the PhD thesis defense information is provided to the external examiner and that they are aware of the pertinent regulations and procedures for the defense
- Clearly communicates with faculty, students and staff regarding comprehensive exam/defense procedures, regulations and timelines for submission
- Updates procedures as needed to manage a high volume of work and effectively communicate changes to departmental staff

PhD Records and Admissions Management
- Reviews and approves graduate records on behalf of the ADG for all Engineering PhD students ensuring continuity across all Departments in decision making
- Maintains relevant documents in electronic files
- Confirms all records are complete and free of any errors, omissions or inconsistencies and that University/Faculty regulations have been adhered to
- Works independently to resolve complications associated with PhD records and admissions, seeking the guidance of the MGO, ADG or GSPA staff when needed
- Clearly communicates with the MGO, ADG, Department Coordinators, Associate Chairs, and GSPA regarding best practices, deadlines, and when reviewing exceptional records and admissions cases
- Assists other EGSO staff to support strategic recruitment and admissions initiatives
- Recommends improvement with in EGSO, for departments, or to GSPA and implements new policies and procedures to improve efficiency
- Maintains EGSO webpages for ‘Current Students’ and information for departmental staff including PhD program information, Faculty deadlines, etc.
- Organizes the faculty Three Minute Thesis (3MT) competition. This includes collaborating with all engineering departments to ensure the events are run smoothly and providing guidance and assistance to all departments

Financial Management & Awards Administration
- Responsible for budgeting, processing and reconciling all External Examiner expense claims and honorarium payments (approx. $95,000 per year)
- Keeps record of EGSO expenses through the University’s financial system (UNIT4)
- Responsible for the administration of the Doctoral Thesis Completion Award (DTCA) including processing awards nominations (approx. $75,000 per year)
- Provides backup coverage for awards processing

Governance Support
- Provides administrative support to the Engineering Graduate Studies Committee (EGSC) and Engineering Graduate Operations (Eng Grad Ops) meetings
- Receives, sends and tracks all motions from EGSC to the relevant Faculty (EFC) and Senate

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