Administrative Coordinator

Overview:
The Administrative Coordinator, Graduate Studies is responsible for the administration of the departmental graduate studies office. The incumbent receives functional direction from the Associate Chair, Graduate Studies and performs a wide range of activities supporting all aspects of the graduate program, including, but not limited to, information and financial management, scholarship coordination and graduate student liaison.

**Responsibilities**:
Department/Graduate Student Advising
- Advises graduate students on behalf of, and in conjunction with, the Associate Chair of Graduate Studies, particularly incoming students and prospective applicants, in an attempt to guide them through program choices, as well as through personal issues which need to be skillfully interpreted and filtered through University resources, as required.
- Interprets and provides an in-depth understanding of graduate policies and procedures as they relate to immigration, scholarship, and university and departmental policies pertaining to graduate studies and consults on procedural changes where necessary to better suit the needs of the department.
- Advises and acts as resource on all matters discussed by the graduate committee ensuring that pending items are researched carefully and addressed according to policy.
- Ensures that graduate students adhere to deadlines, issues including, but not limited to, requests for extensions, course changes, thesis submissions, calendar changes, and convocation requirements.
- Monitors student grades, keeping the Associate Chair, Graduate Studies informed of issues as necessary.

Graduate Teaching/Research Assistantship, Scholarship and Awards
- Manages all administrative aspects of the teaching assistant and graduate research studentship assignments in the department.
- Monitors the funds available for graduate student support and each term’s assignments for consistency with departmental policies.
- Processes salary payments for TA’s, RA’s and GRS’s and ensures accuracy in conjunction with the Administrative Manager.
- Provides input to support the decision process of student nominations for department, faculty and university graduate scholarships and awards.
- Prepares the necessary documents, monitoring the funds available and ensuring that awards/scholarships have been paid out correctly, in conjunction with the Administrative Manager
- Prepares financial letters for promissory notes for each graduate student each term.

Graduate Program Maintenance, including but not limited to the following:

- Ensures graduate program information is up to date in the university calendar and on the website, in conjunction, with the Departmental Web Administrator and assists the University Graduate Office with updates as required.
- Assists with graduate milestone completion (e.g., comprehensive exams, thesis defenses, etc.)
- Assists the Undergraduate Coordinator with graduate course information for scheduling purposes.

Graduate Scholarship Applications
- Publicizes pertinent information and deadlines for NSERC Postgraduate Scholarships, Internal Scholarship processes and Ontario Graduate Scholarships to both graduate and undergraduate students.
- Collects official documents from on
- Prepares various summaries for the Scholarship Committee ranking meetings.

Administrative Support, including but not limited to the following:

- Assists with graduate student space allocation and computer needs, in coordination with the Administrative Manager.
- Arranges Graduate Studies Committee meetings, circulating agendas, taking minutes as required, participating, and following through on any required actions and maintaining records of decisions reached.
- Coordinates thesis examination procedures if required, meeting strict detail and deadline requirements, including communication with external examiners, MGO, and chair for the oral examination.
- Provides administrative support and file retention for the Associate Chair of Graduate Studies on graduate-related matters.
- Organizes and takes part in graduate-orientation activities and sessions each term.
- Supports students in acclimatizing to the department and UW environment.

Qualifications:

- Post secondary education required. An equivalent combination of education and/or experience may be considered.
- Education or training related to communication and communication strategies an asset.
- 2+ years administrative experience in an academic environment.
- Prior experience working with graduate students would be considered an strong asset.
- Demonstrated knowledge of graduate policies and procedures preferred.
- A willingness to learn new software as required.
- Intermediate proficiency in MS Word, and Excel.
- Proficient using Quest and OnBase or similar systems preferred.
- Demonstrated experience processing financial transactions.
- Prior experience coordinating meetings.

Equity Statement:
The University of Waterloo acknowledges that much of o