Graduate Studies Coordinator

3 weeks ago

Waterloo, Canada University of Waterloo Full time

Overview:
**Term: 11 months**

Reporting to the Graduate Studies Supervisor, the primary focus of the Graduate Studies Coordinator will be to provide support to the Mathematics Graduate Office and Graduate Studies and Postdoctoral Affairs (GSPA) by coordinating the Master’s and PhD Thesis Defences/Oral Dissertations process. The Graduate Studies Coordinator is responsible for providing administrative support to the Mathematics Graduate Associate Dean, Graduate Studies (ADG) and the Mathematics Graduate Office (MGO). This role will also assist with the support and execution of graduate events.

**Responsibilities**:
Coordination of Master’s Defences and PhD Thesis Defenses/Oral Dissertations:

- Provide full administrative coordination related to PhD thesis defences/oral dissertations
- Provide administrative coordination, working with the department graduate coordinators, related to Master’s defences
- Update, maintain, and distribute faculty/department thesis guidelines to departmental graduate coordinators, associate chairs, graduate officers, and provide training, as needed
- Clearly and accurately communicate with graduate students, staff, and faculty regarding regulations and timelines for submission of PhD thesis defences/oral dissertations
- Coordinate all logistics related to PhD thesis defences, such as preparing and distributing notices of defences, monitoring electronic thesis submissions, and submitting the Thesis Acceptance Form to GSPA
- Maintain and update the PhD Defence Dashboard to ensure the clear tracking of all steps of the PhD thesis process from start to completion
- Act as the exclusive contact with the External Examiner (EE) during the PhD defence process, and ensures all documentation is received, and coordinates participation
- Correspond with the PhD oral defence committee members, ensuring that correct information and instructions relative to the pending PhD thesis defence has been provided clearly, and that the members are aware of the regulations and procedures for the defence
- Arrange the remote access for the committee members for the PhD defence, including: contacting IST, MFCF or CSCF to coordinate which platform that the student and supervisor has chosen to use for the defence, and arrange a test run to ensure that all members have proper access prior to the defence
- Work with the supervisor(s) to confirm that the student has completed and finalized all necessary changes the thesis, after the defence, and ensure that the ADG has approved before uploading to the GSPA Records SharePoint site

Provide administrative support to the Associate Dean, Graduate Studies (ADG) and the Math Graduate Office (MGO). Such support may include, but is not limited to:

- Provide administrative support to the ADG for any administrative tasks, including: calendar management, meeting preparation, meeting scheduling, and taking meeting minutes/notes, as needed
- Coordinate any academic and program changes and provide administrative support to the Math Faculty Graduate Studies Committee (MFGSC), including: meeting scheduling, agenda preparation, taking minutes, maintaining membership list, and updating the MFGSC SharePoint site
- Maintain the Faculty of Mathematics SharePoint list of faculty members with Approved Doctoral Dissertation Supervisors (ADDS) status, including: informing departments and faculty of procedures, processing new requests, updating adjunct and cross-appointed faculty listings, and making SharePoint updates
- Coordinate and execute the election process for graduate student representatives on various committees on behalf of the Faculty of Mathematics
- Assist with the development of any new programs and initiatives for Teaching Assistants (TA), and monitor completion to ensure that each TA has completed the mandatory training
- Responsible for coordinating administrative processes related to co-tutelle agreements
- Serve as a backup to specific responsibilities of Graduate Studies Supervisor, including: ensuring scholarships disbursement and tracking, and admission review and approval
- Review faculty forms submitted by departments to the SharePoint site for the ADG’s signature, and ensure that all information is correct and accurate before uploading to the GSPA for further processing
- Collect faculty extensions for ADG approval and tracking, and ensure SharePoint site is updated with all extension paperwork each term
- Update the procedures, as needed, to manage a high volume of work and effectively communicate changes to departmental graduate coordinators, associate chairs, and GSPA
- Assists with training of new department grad coordinators and officers on MGO processes and procedures
- Maintain the MGO website with current and accurate information

Assist with graduate event management, as needed, including but not limited to the following:

- Collaborate with the Events Manager and/or Recruitment Engagement Officer to assist with the planning, organization, an

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