Coordinator, Talent Acquisition

**Job Title: Graduate Studies Assistant**:

- Staff Bargaining Unit_

**Position Status**:Permanent, Full-time (35 hours/week)
OSSTF

**Department**:Office of Research & Graduate Studies

**Supervision Received**:Associate Vice-President, Academic (AVPA)

**Location**:Sault Ste. Marie or Brampton, ON

PRIMARY FUNCTIONS:
A. Program & Academic Administration Support 50%

B. Engagement & Support 40%

C. Other Duties 10%

**TOTAL 100%**

Working under the supervision of the Associate Vice-President Academic, the Graduate
Studies Assistant (GSA) ensures the smooth operation and confidentiality of the Graduate
Studies office, focusing on service excellence in support of the growing efforts of Graduate
Studies at Algoma University. The GSA will provide administrative support, respond to
inquiries regarding graduate programming, and assist students, faculty, and internal
departments (e.g., Registrar’s Office, Research Office, and Academic departments) by
providing up-to-date graduate school information.

The GSA is responsible for providing information about, and maintaining, the School of
Graduate Studies policies, procedures, and file systems, as well as liaising with the Office of
the Registrar, graduate program officers, relevant graduate committees, relevant graduate
committees, and relevant department chairs, Deans, faculty and academic advisors. This
position will also assist with Quality Council reviews and the submission of graduate student
proposals for external funding and assist with recruitment events and other activities.

This position requires initiative, professionalism, tact, attention to detail, discretion, and sound
problem-solving skills to ensure excellence in customer/student services and administrative
duties.

RESPONSIBILITIES:
**A. Program & Academic Administration Support (50%)**
- Provide advanced administrative support to the School of Graduate Studies and Chair

of the Graduate Studies Council on a wide variety of complex, sensitive, and
confidential issues
- Set up and maintain organized shared drives to keep the School of Graduate Studies

file systems up-to-date, by effectively using Google and project management tools for
collaboration
- Generate reports for tracking and reporting purposes (e.g. supervision type, time

period, graduate student progression and others)
- Schedule and coordinate meetings, conferences, and/or travel, and attend/participate

in meetings, as requested (e.g. preparing and distributing meeting packages and
agendas, minute-taking, catering orders, room bookings, AV equipment, honorariums,
mailings, and parking arrangements)
- Coordinate the thesis and dissertation process, and maintain the School of Graduate

Studies list of Approved Members for Masters and Doctoral Supervisory status
- Maintain graduate student progression records, supervision records, and sources of

funding
- Provide back-up support to the areas of Graduate Admissions and Graduate Funding,

admission objectives are satisfied to meet targeted deliverables
- Process invoices, expense reimbursements, and purchase orders
- Collect and distribute department mail, and coordinate packages to courier

**B. Engagement & Support (40%)**
- Act as the first point of contact for the School of Graduate Studies for all new and

inquiries from prospective students, current students, faculty and staff
- Act as a point of contact for graduate program interactions with external community

members, industry, government, or other members that are involved in graduate
student programs
- Provide accurate information to prospective students, current students, faculty, and

staff regarding University and graduate studies services, regulations, and procedures
- Organize and coordinate services for a variety of graduate studies special events and

activities including, but not limited to, Research Week’s Three-Minute Thesis and
Graduate Poster Conference, Indigenous and other ceremonies and practices
- Work collaboratively with Marketing & Communications and the Graduate Admissions

and Support Specialist to establish and maintain an effective website and social media
presence for graduate studies
** C. Other Duties (10%)**
- Responsible for other projects and duties as assigned by the Associate

Vice-President, Academic
- Support graduate outreach and recruitment activities, as required
- Review policy, procedural, and systems initiatives, and provide input and

recommendations regarding progressive improvements to the management of the
School of Graduate Studies

WORKING CONDITIONS:
**Physical Effort **_Moderate_
Moderate physical effort required (lifting and moving
materials and packages); set-up and takedown of events

**Physical Environment **_Minimal_
Minimal exposure to unpleasant/disagreeable conditions
(e.g. during travel to connect with external stakeholders,
and events)

**Sensory Attention **_Moderate_
Detailed/precise work must be completed while
accommodating regular interruptions

**Mental Stres