Graduate & Admissions Coordinator

2 weeks ago

Waterloo, Canada University of Waterloo Full time

Overview:
**Term: 1 year**

The Graduate & Admissions Coordinator administers academic services and advises graduate students in the Centre for Computational Mathematics in Industry & Commerce (CCMIC) (50%) and the Department of Applied Mathematics (AM) (50%) graduate programs. The Graduate & Admissions Coordinator is responsible for providing effective support to the Director of CCMIC and the Associate Chair, Graduate Studies, and occasional administrative support to the AM Chair.

**Responsibilities**:

- Prepares the recommendation for admission and offer letter for the CM Director, CM and AM Associate Chairs, Associate Dean and GSPA Associate Director’s approval

Advises Computational Mathematics (CM) graduate students, in consultation with the Director, CCMIC, as appropriate:

- Provides procedural advice to students regarding program requirements, including course selection, milestone requirements, program status and changes, enrolment issues, co-operative education, cross-registration, exam regulations, academic deadlines, petitions for extensions and research presentations
- Assists with academic appeals; advise students on processes for student appeals or petitions
- Refer students to on-campus resources as appropriate
- Coordinates work term report submissions, grading, monitoring and awards
- Maintains department records and database of current students and graduates Including confidential correspondence
- Conducts final review of student transcripts to ensure all requirements have been met for program milestones for completion. Confirms final update for graduation on Quest

Manages the CM graduate program budget, including the following:

- Works in partnership with the Director to develop budget priorities
- Manages graduate student funding for CCMIC; prepares Teaching Assistant (TA) and scholarship budgets based on the number of new and continuing students; prepares the payroll submission for all students employed as TAs
- Prepares scholarship nominations using the Faculty funding formula
- Assigns and coordinates departmental and tri-council Research Assistants (RA) in consultation with the Director
- Prepares and issues funding statements to all department graduate students for tuition payment
- Tracks funds in the graduate entertainment budget

Assists with CM graduate student engagement:

- Develops and assists in delivering the department’s annual graduate student orientation program
- Maintains active communication with students using a range of communication modalities
- Develops and implements department graduate program marketing plans, in consultation with the Director, the Associate Chair, Mathematics Graduate Office, Graduate Studies and Postdoctoral Affairs, and Creative Services as appropriate
- Prepares text for and maintains the CCMIC website
- Participates in planning various student-focused departmental events
- Organizes CM seminars and research colloquia, schedules and books rooms, prepares advertisement posters using mailman lists, books and sets up audio-visual equipment and orders refreshments when required
- Prepares travel claims and reimbursement request for all AM/CM graduate students and AM/CM Faculty members in compliance with University Policy and Tri-Agency Granting requirements
- Assigns office space for graduate students

Serves as the department calendar representative for the CM graduate program, in consultation with the Director and Graduate Officer:

- Compiles course and program changes for submission to the Graduate Calendar
- Prepares submissions for the Graduate Affairs Group

Provides administrative support to the CM Director, AM Chair, CM and AM Graduate Officer(s), and AM faculty, including the following:

- Advises CM Director and Graduate Officer(s) of any problems in the graduate program and recommends improvements
- Prepares the agenda for weekly meetings with the CM Director and Graduate Officer
- Prepares data and statistical reports as required for the CM Director and Graduate Officer, drawing on departmental, Faculty and institutional data; participates in departmental self-studies
- Coordinates periodic internal and external CM graduate program reviews, including Ontario Council on Graduate Studies (OCGS) reviews, in co-operation with the CM Director and Graduate Officer
- Assists with the development of the CM gradate course schedule each term, and reviews the final schedule for accuracy and meeting department needs
- Maintains department records of current CM students and graduates
- Provides guidance as required on CM graduate and department policies and procedures
- Prepares travel claims and reimbursement requests for all AM and CM graduate students, in compliance with University Policy and Tri-Agency Granting requirements

Qualifications:

- Undergraduate degree or equivalent combination of education and experience
- 3+ year of administrative experience, preferably in an academic environment
- Well-developed organizational, analyti

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