Grad Student Support 3

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Grad Student Support 3 (Gr9)

Job Title

Grad Student Support 3 (Gr9)

Department

Administrative Support-Non-Finance | Department of Physics and Astronomy | Faculty of Science

Compensation Range

$4,959.00 - $5,532.00 CAD Monthly

Posting End Date

January 21, 2025

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

Job Description Summary

The Graduate Program Coordinator is responsible for the administrative functions of the Department s Graduate Program, acting as Coordinator to the Graduate Chair and Graduate Committee in both the admission of graduate students and the day-to-day administration of the M.Sc. and Ph.D. graduate student programs, and provides interpretation of policies and procedures. The Graduate Program Coordinator is responsible for all graduate records and student files and is responsible for all TA assignments and appointments and related inquiries. This position also acts as the liaison between graduate students, department faculty and staff in the Faculty of Graduate Studies, and as the first point of welcome and information to graduate students, not only on academic matters but also on such matters as housing, daycare, bursary assistance, etc.

Organizational Status

Works with and under the general direction of the Graduate Program Advisor; directly reports to the Manager, Human Resources.

Work Performed

Assists in planning, designing and implementing policy decisions to maximize the effectiveness of the Graduate Affairs and Admissions Committees. This requires familiarity with the University and Department policies and procedures; ability to determine goals and objectives; to analyze and summarize statistics; to anticipate problems before they arise; to provide recommendations and take initiative.

Works with the Human Resources Manager and the Graduate Administration Committees to improve work flow and build on the graduate program s strengths.

Oversees the career progress of approximately 200 graduate students by using the Access Database, SISC and hard copy files to monitor academic grades, breadth requirements, thesis proposals, and committee memberships; oversees time lines for program milestones; updates information systems by integrating databases and documents, develops and maintains Access database records; maintains all related files and records.

Graduate Applications:
Develops, updates and maintains database for current graduate students and applicants using Access and web-based program, and produces statistical reports. Sets up and maintains files for each applicant and ensures completeness.

Schedules admission meetings; ensures applicant files are up to date for meetings; writes up and distributes minutes for graduate admission meetings.

Involved in composition and generating of recommendation letters for applicants to the Faculty of Graduate Studies, prepares recommendations and acceptance letters, contacts students and the Faculty of Graduate Studies as needed.

Generates rejection letters for Canadian, American and foreign applicants.

Assists in arranging visiting dates and schedules for potential Canadian graduate students. Liaises with SFU for visiting students travel reimbursement.

Updates and manipulates FOGS Admission Application Database on-line. (Importing data from FOGS database to PHAS applicants database using Access.)

Registers students where problems arise via SISC.

M.Sc. Theses, Ph.D. Theses Defense Orals

Remains current on policies and procedures governing PhD, departmental and final oral exam and theses.

Ensures students have met all degree requirements and confirms with FOGS when students are ready to graduate. Trouble-shoots and resolves graduation-related problems.

Ensures External and interior forms are files with Graduate Studies.

Submits MSc, MASc, PhD thesis marks on-line through Faculty Service Centre (FSC).

Ensures departmental copy of theses are received, catalogued and filed.

Graduate Research Appointments

Responsible for appointment notices to be accurate, signed and taken to finance according to deadlines.

Maintains and updates files with the appropriate adjustments and terminations as required.

TA Scheduling and Appointing

A Teaching Assistant (TA) Scheduler plays a vital role in supporting academic departments by efficiently organizing and managing the schedules of teaching assistants. Responsibilities include coordinating with professors and academic staff to determine TA needs for various courses, assigning TAs based on their availability and qualifications, and ensuring that schedules align with course requirements and university policies. The scheduler must maintain clear communication with both faculty and TAs, resolve any scheduling conflicts, and update schedules as needed throughout the semester.

Completes Teaching Assistant student appointment forms; acts as liaison between the T/A Administr