Graduate & Academic Coordinator

Overview:
The Graduate & Academic Coordinator is responsible for the administration of the course-based graduate programs in the Department of Systems Design Engineering (SYDE). The scope of the position includes recruiting, administering admissions, advising course-based students on academic matters, monitoring student well-being from a personal and academic perspective, maintaining graduate program records, building a course-based student community, and program scheduling for all SYDE undergraduate and graduate courses. The position reports to the Administrative Officer and provides administrative support to the Associate Chair, Graduate Studies. The incumbent must be knowledgeable in University, Faculty, and Department policies and procedures and work to be an advocate for the student experience.

**Responsibilities**:
Admissions
- Recruiting materials documenting program components, student activities and alumni stories in partnership with Communications Officer.
- Responds to inquiries pertaining to admissions and program information from prospective graduate students regarding deadlines, required documents, requests for admission, and financial support.
- Communicates with applicants throughout the admissions process.
- Maintains graduate admission files for course-based programs using the online admission platform.
- Provides background research and support to assist in the academic decision-making process for admission to the graduate programs.
- Completes admissions processes in collaboration with Graduate Studies and Postdoctoral Affairs.
- Coordinates and leads recruitment events relevant to course-based programs.
- Process requests for IVGS, coordinate visits/paperwork for 50+ International Visiting Graduate Students

Academic Advising and Records Management
- Advises students about graduate policies, administrative procedures, degree requirements, student finance and scholarships, course selection, program status changes, and appeals.
- Records management including maintenance of accurate academic records; management petitions for extensions; and verification of convocation.
- Assists with academic appeals.
- Verifies enrolment reports and following up with students who are not registered for the term.
- Conducts final review of students’ records to ensure all requirements have been met for program completion.
- Maintains and updates entries in the Graduate Calendar.
- Coordinates the preparation of the Academic Progression Review process for course based students.
- Maintains program data on student success.
- Works with Communications Officer to present and promote the department’s graduate programs online.
- Prepares surveys and connects with Alumni

In-program Activities and Student Wellness
- Monitors student well-being, both personal and academic, and refers them to relevant University resources.
- Organizes and coordinates course-based student activities, including professional development activities.
- Maintains active communication with students using a range of communication modalities
- Responsible for organizing the departmental ExpecTAtions, graduate orientation and information sessions and organizing special events
- Coordinates internships when programs include this

Administrative support to the Chair, Associate Chair, and faculty
- Advises Chair and Associate Chair of any problems in the graduate program and recommends improvements
- Prepares the agenda for the Graduate Committee meetings with the Associate Chair Graduate Studies; serves as backup for taking meeting minutes
- Supports operations of the Departmental Graduate Committee
- Sends and tracks all motions from the Department to EGSC to the relevant Faculty (EFC) and Senate(SGRC) committees for approval
- Liaises with the EGSO to review and follow up on unsuccessful motions
- Prepares data and statistical reports as required for the Chair and Associate Chair, drawing on departmental, faculty and institutional data
- Provides guidance as required on graduate and department policies and procedures
- Supports new program proposals and new program elements

Scheduling
- Manages undergraduate schedule for up to 4 cohorts per term and graduate schedule taking into considerations class size, location, lecture style, instructor constraints and their multiple teaching tasks
- Acts as the main point of contact with other engineering departments for cross-listed/co-held with courses to ensure mínimal conflicts for upper-year offerings
- Liaise with instructors with special requests and notify them of changes
- Create undergraduate exam and mid-term schedules
- Advises and provides solution to course scheduling and exam conflicts
- Liaise with AccessAbility Services regarding special exam arrangements for students dealing with special circumstances
- Independently develops centralized schedule to be input into Registrar’s online scheduling system taking into account all the constraints (ie room availability, class size, conf