Graduate Program Administrator

Overview:
This position is responsible for supporting the graduate programs in the School of Environment, Enterprise & Development (SEED). The Graduate Program Administrator provides advice and guidance to applicants and graduate students and is responsible for the day-to-day operation of the programs, in a manner consistent with the school’s goals and objectives. The position reports to the Administrative Manager in SEED and works in partnership with the Associate Directors of Graduate Studies and the Graduate Studies & Postdoctoral Affairs (GSPA) office.

**Responsibilities**:
Recruitment and Admissions including, but not limited to the following activities:

- Responsible for preparing Offer of Admission/Acceptance Letters for accepted applicants, ensuring correct interpretation and adherence to graduate regulations indicating financial commitments from the school and submission of the recommendation to the Graduate Studies Office.
- Represents the school at graduate recruitment fairs.
- Responsible for preparing the schools graduate orientation and providing incoming students with information to prepare for their programs.

Academic Records and Records Management including, but not limited to:

- Responsible for assisting students through their program and tracking their progress from admission to completion, including monitoring completion of degree requirements.
- Maintain accurate academic records: initiating, collecting, and submitting time extension petitions and student progress reports, verifying convocation, monitoring completion of degree requirements, and ensuring students are registered each term by government count date.
- Monitors the submission of all student grades including grade revisions and keeps the Associate Directors, Graduate Studies informed of issues as necessary and ensuring incomplete grades are completed.

Course scheduling, including, but not limited to the following activities:

- In consultation with the SEED Director and other departments, determines which graduate courses will be held in a particular term
- Co-ordinate graduate course scheduling with other Faculty of Environment departments/schools in cases of held-with and cross-listed courses to ensure that core courses do not conflict with elective course offerings, request rooms for graduate classes and/or book rooms online using Outlook calendar
- Schedule SEED graduate course offering using InfoSilem each term by the Scheduling department’s deadlines

Scholarship coordinator including, but not limited to the following activities:

- Maintaining records of allocations and disbursements.

Financial Administration, including but not limited to:

- Responsible for managing and tracking Graduate student funding ensuring that financial obligations to each graduate student are met honoring financial commitments as set out in offer letters.
- Determine teaching assistant requirements each term to support SEED undergraduate courses and graduate funding obligations.
- Responsible for assisting the SEED Associate Directors, Graduate Studies and Associate Director, Undergrad with allocating teaching assistantships.
- Prepare Teaching Assistantship and Research Assistantship contracts and Scholarship Nomination forms as required.
- Administer and maintain accurate financial records for scholarships managed by SEED/Faculty and provides input to support the decision process of the nominations for these graduate scholarships.

Administrative support including, but not limited to the following activities:

- Coordinates, compiles, and edits submissions for the graduate calendar.
- Supports management of school communications and the SEED website.
- Monitoring faculty appointment changes, additions of new faculty members, revisions to existing programs and/or courses, and new program and/or course offerings is required to ensure correct information is submitted.
- Responsible for preparing curricula change forms for SEED, GSC and Faculty Council meetings.
- Draft correspondence on behalf of the Associate Directors, Graduate Studies.
- Perform other duties and assists with special projects assigned by the Administrative Manager, and Associate Directors, Graduate Studies and/or Director.
- Provides statistical information, conducts research, develops materials and reports to contribute to discussions, decision-making, committees, and meetings for forecasting, reporting purposes, long term planning and implementation of ongoing changes.
- Maintain an up-to-date job procedure manual for the position, submitting annually at Performance Appraisal time.
- Provides back up to the other graduate coordinator during absences and as required

Qualifications:

- Undergraduate degree desirable; equivalent combination of education and experience will be considered
- 2+ years’ experience working in an academic environment within student services
- Familiarity with university policies and procedures, particularly related to graduate studies, w