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Phd Program Coordinator, Rpps

3 weeks ago

London, Canada Western University Full time

**About Western**:
**About Us**:
Ivey Business School acknowledges and respects the traditional lands of the Anishinaabek, Haudenosaunee, Lunaapéewak, and Attawandaron peoples, where Western University and Ivey Business School are located. This land continues to be home to diverse Indigenous peoples, whom we recognize as contemporary stewards of the land and vital contributors of the community.

**Responsibilities**:
Overview:
The PhD Program Coordinator oversees the operations of the PhD Program in partnership with the PhD Faculty Director. The PhD Program Coordinator assists the PhD Faculty Director with the maintenance of the PhD Program budget, current and prospective students with all aspects of program administration including Recruitment, admissions, student progression and milestones are satisfied, creation and distribution of funding, including work assignments, scholarships and award nominations.

The PhD Program Coordinator ensures smooth operation of the program by providing assistance to the PhD Faculty Director and PhD students with all aspects of program administration, ensuring all student milestones are completed, funding is distributed, and records are maintained.

**Responsibilities**:

- Monitor and maintain Office budget. Reconcile monthly statements (includes liaising with relevant personnel to resolve errors and seek clarification.
- Maintain and monitor student award budget and payroll. Confirm the availability of funds for each account, activate accounts for disbursement, plan and allocate awards keeping in mind student eligibility and award constraints, correct errors and omissions, notify students of disbursements and provide them with annual financial support package reports, and provide Advancement with recipient CV’s for referral to donors and reconcile accounts. Each semester, confirm student funding plan with student’s Supervisors, record funding plan in PhD student funding database and the SGPS Mercury system, and disperse funds. Funding sources include donor scholarships, external scholarships, research grants, and Program administered awards.
- Approve and track cash advance requests, expense reports and track available balances for conference funding.
- Monitor and report student progress, provide status reports on outstanding requirements, help ensure students are eligible to sit for the final thesis defence, add and verify course enrolment in UWO database, liaise with relevant personnel correct errors and omissions.
- Create and activate courses in Ezone (IRIS) and Learn, confirm instructors and teaching loads, solicit course descriptions, coordinate timetable, organize and process course evaluations and provide related guidelines, including study plans and curriculum requirements, to students and relevant faculty and staff. Prepare exam and defence schedule and obtain approval from SGPS. Organize convocation and graduation including such things as the Ivey ring ceremony and regalia for convocation.
- Compile and confirm registration statistics for the Faculty of Graduate Studies and Ivey Finance for funding purposes, process requests for withdrawals and leaves-of-absence, ensure students fulfil conditions of admission, and maintain associated records.
- Support faculty in submitting their grades to the UWO system. Collect summary feedback from faculty to identify possible students in academic trouble.
- Provide updates to students on their outstanding requirements and solicit feedback on their planned completion. Coordinate the annual performance review of all students, and keep the Director informed of circumstances or issues that may impede the students’ progress.
- Advertise GTA positions in accordance with the GTA Collective Agreement and advertise other work opportunities to the PhD students through the Learn community
- Assign GTA positions with the PhD Director in accordance with the GTA Collective Agreement, input information into the Gradnet GTA system and coordinate employment contracts
- Communicate with Area Group PhD Coordinators to ensure that all students complete their work requirement (if not through a GTA, then through assigned Grading work)
- Coordinate with the Dean’s office to reimburse the Dean’s office for Grading work completed by PhD students with a work requirement up to the amount of each students work
- Activities related to PhD events, PhD Recruiting and Admissions

Education, Experience and Skills:

- University degree
- Minimum of three years related experience in an educational institution, or in an administrative fast-paced environment with strong emphasis on service and team. Demonstrated experience managing accounts including tracking and fund disbursement, budget preparation and reconciliations required.
- Strong interpersonal skills with a high level of professional verbal and written communication, tact and diplomacy.
- Excellent communication skills, both oral and written.
- Self-directed with the ability to work indepe