Graduate Studies Coordinator
Location
Waterloo, ON | Canada
Job description
Term: 15 Months
Responsible for administering and coordinating a portfolio of graduate student-related functions from orientation to graduation, in the Physics and Astronomy department, which is home to over 250 students. The incumbent’s daily supervision will be carried out by the Graduate Program Administrator. Tasks and duties will be determined by the Graduate Program Manager, Administrative Officer, Graduate Officer and Associate Chair, Graduate Studies.
Program administrative support
- Informs and advises faculty and students on program milestones and requirements
- Tracks student progress, milestones and external scholarships in the departmental database
- Coordinates and participates in departmental graduate student orientation activities, provides individual orientations to incoming graduate students when necessary
- Assists students and faculty in the coordination and administration of committee meetings, comprehensive exams and defenses
- Prepares content for individual comprehensive exams
- Generates and reviews grade reports, provides summaries and rankings, brings problem cases to the attention of the Graduate Officer
- Processes course grades and grade revisions
- Monitors and reviews reports generated by the GSPA for problems, omissions, and accuracy
- Access student information on Quest and OnBase for the Perimeter Institute
- Provides Perimeter Institute with updates on ADDS and adjunct status of Perimeter members
- Updates physics graduate studies web pages
- Creates and distributes graduate studies term newsletter for faculty and students
Graduate student advising
- Serves as a resource and advises incoming and continuing students on policies, procedures, milestones, deadlines, and other program matters
- Ensures students are aware of program requirements, course and calendar changes, and convocation requirements
- Advises graduate students on financial matters, visa requirements, housing, banking and working relationships
- Provides students with documentation as required for course and term registrations
- Advises or refers students to the appropriate individual or agency for advice when problems or concerns arise
Scholarships
- Serves as the graduate scholarship coordinator for internal and external scholarship competitions
- Ensures eligible masters and doctoral students are aware of available external awards; assists students with applications as required
- Collects, organizes, and presents information through SharePoint to the departmental ranking committees
Departmental support
- Provides assistance to other office staff as needed
- University degree or equivalent education
- Experience managing multiple projects and deadlines with changing priorities
- Experience managing a high volume of emails and prioritizing work
- Administrative experience in an academic department preferred
- Experience as a graduate student or working with graduate students an asset
- Knowledge of policies and procedures related to graduate studies at uWaterloo
- Strong customer service skills with ability to work with diverse stakeholders and clientele required
- Proven ability to successfully handle confidential issues, and professionally interact with graduate students and faculty
- Proven ability to succeed in a detail-oriented environment with a high level of initiative and flexibility
- Ability to multitask and work with frequent interruptions
- Proven ability to work independently with minimal direction and as a team member in a busy and varied environment with deadlines, changing priorities and large volumes of work
- Ability to manage large amounts of data
- Advanced skill level with Microsoft 365
- Intermediate skill level with Quest, LEARN, OnBase, WCMS an asset
- Familiar with virtual meeting platforms, such as Zoom, WebX and Teams
- Excellent organizational, interpersonal, analytical and communication skills
The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is co-ordinated within the Office of Indigenous Relations .
The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at [email protected] or 519-888-4567, ext. 45935.
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