Postgraduate Program Director

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Academic Advising
Permanent
The Graduate Program Coordinator administers academic services and advises graduate students in the department. The position is responsible for providing effective administrative support to the Associate Chair Graduate Studies occasional administrative support to the Chair and general support to faculty in the department.

Manages applications to the departments Masters (MA) & PhD programs including the following:
Advises prospective graduate students on admission requirements application procedures alternative programs or preparation required to meet eligibility requirement.
Evaluates MA and PhD applications by reviewing transcripts and educational institutions calculating admission averages reviewing reference letters confirming English language proficiency certification and confirming GRE scores if applicable.
Prepares the recommendation for admission and offer letter for the Associate Chair Associate Dean Graduate Studies and GSPA Associate Directors approval.
Advises graduate students in consultation with the Associate Chair Graduate Studies as appropriate:
Interpret and apply regulations policies and procedures for students regarding program requirements including course selection milestone requirements program status and changes enrolment issues co-operative education cross registration exam regulations academic deadlines petitions for extensions thesis submission and graduate thesis submissions and defenses.
Reviews PhD progress reports; arranges for approvals for PhD dissertation proposals MA thesis proposals and Masters of Research proposals; coordinates PhD area exams; coordinates PhD thesis defenses.
Assists with academic appeals; Issues letters to students verifying funding information for immigration visa applications and social insurance numbers.
Coordinates work term report submissions grading monitoring and awards.
Maintains department records and database of current students and graduates including confidential correspondence.
Confirms final update for graduation on Quest.
Deliver immediate support to students in distress; Assigns teaching assistants and proctors for the departments undergraduate courses:
Manages graduate student funding for the department.
Ensures that teaching assignments are consistent with students funding packages and that all graduate students are assigned the appropriate number of teaching assistantships.
Where applicable oversees the assignment of midterm and final exam proctors in consultation with the undergraduate scheduling/examination representative.
Assigns office space for graduate students.
Manages the graduate program budget including the following:
Prepares TA and scholarship budgets based on the number of new and continuing students.
Prepares the payroll submission for all students employed as TAs markers and occasionally proctors.
Prepares scholarship nominations using the Faculty funding formula.
Assigns and coordinates departmental and tri-council Research Assistants (RA) in consultation with the Associate Chair Graduate Studies and the Administrative Manager.
Tracks senior PhD students in-funding and out-of-funding and updates this information for the Chairs use during course scheduling.
Prepares and issues funding statements to all department graduate students for tuition payment.
Serves as the department calendar representative for the graduate program in consultation with the Associate Chair Graduate Studies:
Compiles course and program changes for submission to the graduate calendar and monitors the approval flow through Faculty and Senate committees.
Prepares submissions for the Graduate Affairs Group.
Serves as the department scholarship coordinator:
Provides detailed graduate scholarship information to graduate students.
Compiles applications and provides the Associate Chair with data required to rank applicants.
Oversees UW graduate scholarships bursaries and awards and reconciles the departments UW scholarship fund; Assists with graduate student engagement:
Develops and assists in delivering the departments annual graduate student orientation program attends events acts as a resource to students and provides program information. Works with the Math Graduate Office/Faculty Events Manager on the execution of Faculty wide graduate events.
Prepares text for and maintains the departments graduate website.
Participates in planning various student-focused departmental events.
Manages the federal and provincial governments annual recruiting seminars.
Serves as liaison to alumni.
Provides administrative support to the Chair Associate Chair and faculty including the following:
Advises Chair and Associate Chair of any problems in the graduate program and recommends improvements.
Prepares the agenda for unit committee meetings with the Associate Chair Graduate Studies; minutes these meetings.
Prepares data and statistical reports as required for the Chair and Associate Chair drawing on departmental Faculty and institutional data; Coordinates periodic internal and external graduate program reviews including OCGS reviews in co-operation with the Associate Chair and department Chair.
Maintains department records of current students and graduates.
Provides guidance as required on graduate and department policies and procedures.

Undergraduate degree or equivalent combination of education and experience will be considered.
3 years of administrative experience with a demonstrated working knowledge of UW policies procedures and available campus resources.
Experience providing one-on-one support and advice to students in a post-secondary service-oriented setting is considered a strong asset.
Financial experience with managing scholarships and awards and a comprehensive understanding of the graduate studies environment is preferred.
Well-developed organizational analytical interpersonal customer service and communication skills (oral and written).
Proven ability to work independently with minimal supervision in a fast-paced deadline-oriented multi-tasking environment.
Thorough knowledge of university policies and procedures particularly as related to graduate studies and scholarship requirements.
Intermediate skill level using Microsoft Word Excel and PowerPoint.
Other technical skills: Quest OnBase Infosilem SharePoint Outlook WCMS LEARN PowerBI Teams and Zoom.

Equity Statement
Our active work toward reconciliation takes place across our campuses through research learning teaching and community building and is coordinated within the Office of Indigenous Relations.
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.
The University of Waterloo is committed to accessibility for persons with disabilities.