Graduate Officer

**Schedule**
35 hours/week Monday-Friday 8:30-4:30

**Education Level**
2 year Community College diploma in Office Administration, or related field.

**Career Level**
Requires 4 years of relevant experience.

The Medical Sciences graduate program, comprised of 5 distinct areas of study relevant to human health, is the largest research-based graduate program within the Faculty of Health Sciences. Reporting to the Program Manager, Education Services is seeking a Graduate Officer to provide support for the Medical Sciences graduate program which offers degrees at the Masters and Doctoral levels. This student-facing position also provides support for the interdisciplinary MD/PhD program. The Graduate Officer will contribute to the vibrant culture within the programs with active involvement in many facets of the student experience.

**Job Summary**

Responsible for coordinating the admissions process for programs within the department. Reviews and summarizes applicant files for committee acceptance decisions. Provides program information and general assistance to prospective students and applicants.

**Purpose and Key Functions**
- Monitor admissions and prepare forecasts of returning students to determine if enrolment targets will be met.
- Provide information, answer questions, and discuss academic interests with applicants.
- Engage potential applicants in discussions at recruitment events.
- Provide information to international applicants on the academic criteria required from their country of origin.
- Write a variety of documents such as correspondence, procedure manuals, reports, and minutes.
- Monitor budgets and reconcile accounts. Complete financial forms including, but not limited to, travel expense reports, electronic cheque requisitions, purchase orders and journal entries
- Monitor student status’ and review registrations for accuracy.
- Review student records to ensure that they have met the degree requirements specified for degree completion and convocation.
- Update material included in department brochures, websites, and other informational material.
- Compile admissions and completion statistics for various internal and external reports.
- Ensure adherence to relevant policies and procedures including those surrounding admission procedures and exam processes.
- Work with faculty instructors to coordinate the online registration for courses which involves determining the prerequisites and limited enrolment functions for each course offered.
- Coordinate and organize the PhD comprehensive exam process.
- Address extenuating circumstances regarding medical documentation from students’ physicians for accommodations, extensions, or deferments.
- Assign each new student to a faculty supervisor.
- Process graduate student scholarship information in collaboration with the School of Graduate Studies and program scholarship committee members.
- Determine initial funding in the form of an annual student stipend and initiate the payment authorization process.
- Input financial information required to process payroll.
- Update and maintain information in databases.
- Review transcripts from domestic and international universities and use existing documentation to convert grades to the comparable University standards.
- Calculate domestic and international student grade point averages.
- Calculate the initial sources of funding required to make up each student's annual stipend or salary
- Obtain information from the Office of International Affairs regarding foreign applicants.
- Arrange and attend admission’s committee meetings.
- Maintain and ensure the confidentiality of student admissions records and committee files.

**Supervision**

Provide lead hand supervision and is responsible for the quality and quantity of work of others.

**Requirements**:
2 year Community College diploma in Office Administration, or related field. Requires 4 years of relevant experience

**Assets**
- Experience working in an academic setting with a working knowledge of graduate programs and the graduate calendar.
- Strong experience in the use of Mosaic (student & financial modules) or similar

ERP system.
- Experienced in the use of Learning Management Systems (i.e. Avenue 2 Learn.)
- Working knowledge of McMaster University Graduate Policies and Procedures.
- Strong experience with the use of Word, Excel, PowerPoint, the Adobe

software suite, website content management and social media platforms.
- Demonstrated experience planning and coordinating student focused events both in person and in a virtual environment.
- Excellent interpersonal and customer service skills, both in-person and in a virtual environment.
- Experienced with communication technologies including Zoom, Microsoft Teams and Comm 100 (or equivalent live chat software).
- Previous experience using the MacFacts CV Interface or similar CV management software will be considered an asset.
- Experienced with the preparation and dissemination of communicatio