Administrator, Faculty Graduate Studies - Jobs in Waterloo, ON

Job Description

Overview:The Faculty Graduate Administrator is responsible for providing strategic support to the Associate Dean, Graduate Studies, for all key administrative operations associated with the graduate portfolio in the Faculty of Health. This position provides continuity as academic leadership changes.The incumbent develops, implements, and maintains processes relating to graduate academic policies and procedures. The incumbent is expected to possess in-depth knowledge of departmental, Faculty and university-level policies and regulations as well as best practices at all levels of the university structure. (S)he will act as a resource on policy and procedures for other team members and the various academic units. In addition, (s)he will take a leadership role in the implementation of new policies and adherence to existing policies as they pertain to graduate studies. (S)he is responsible for submitting any policy changes to relevant university bodies and departments and following up and undertaking any subsequent relevant calendar revisions.Responsibilities:Provides a range of services in support of graduate students’ graduation including:

• Organize graduate student orientation and retention events for the faculty
• Serve as a liaison between the faculty and the GSPA for time limit extensions beyond the time limit set by the University for completion of graduation requirements
• Coordinate PhD thesis examination procedures for the faculty, meeting strict detail and deadline requirements; includes communication with External Examiners, GSPA, and Chair for the oral examination

Academic Services and Operations:

• Provide academic counsel and support for clarification of policy and administrative procedures for the faculty. This may involve overseeing systems, processes, and procedures, including reviewing, citing precedents, updating, streamlining, and communicating as necessary
• Maintain appropriate contact and communication with those offices and entities elsewhere in the faculty, in the University, and in the larger community (external relationships) that are particularly relevant to the areas of his/her own responsibilities
• Supports the graduate academic and non-academic discipline process, which includes:
  • Record management: responsible for the compilation and management of case materials, including allegation and completion letters, letters of reprimand, case files, and Campus Incidence System updates
  • Investigation proceedings: attends student meetings to provide administrative support to Associate Dean during the formal inquiry process, documents the student interview proceedings, debriefs with Associate Dean and makes recommendations on appropriate academic and non-academic penalties
  • Case completion: follows up with instructors and the Registrar’s Office regarding student grades, ensures course, workshop, community service and other penalties have been completed
  • Requires a thorough knowledge of privacy and confidentiality, Policy 71 – Student Discipline, Guidelines for the Assessment of Penalties, and best practices of the University
• Supports the Graduate Policy 72: Appeals process, which includes:
  • Interprets and applies Policy 72
  • Works with the Chair of the Student Appeals Committee to co-ordinate and expedite hearings/tribunals for student appeals
  • Record management: responsible for the compilation and management of case materials and compiling packages for the Tribunal
• Provides backup to the Administrator, Undergraduate Studies for activities related to Policy 70,71 and 72
• Serves as the Secretary to the Faculty Graduate Studies Committee (FGSC), including:
  • Prepare agendas in consultation with the Associate Dean, Graduate Studies; record and distribute minutes
  • Receive, review, and edits agenda materials including graduate curricular changes and matters related to policy, consulting with the Associate Dean, Graduate Studies as appropriate
  • Prepare and distribute FGSC motions for electronic approval. Results provided are facilitated accordingly through the various reporting levels
  • Preparing materials approved by FGSC for submission to Faculty of Health Admin Council, Faculty of Health Faculty Council, Senate Graduate/Research Council and Senate
• Provide administrative or other support for Health graduate studies strategic initiatives as defined by the Associate Dean, Graduate Studies, as required. These strategic initiatives include (but are not limited to) those from the University and Faculty strategic plans, (e.g., TA evaluation pilot, Grad WIL, Wicked Problem Interdisciplinary Courses, 3MT/Grad flicks)
• Maintains web content for graduate studies
• Supports the development and maintenance of manuals, reference guides, etc. for graduate systems
• Coordinates changes to the Faculty of Health section of the Graduate Studies Academic Calendar
• The incumbent should take the initiative to review processes and procedures in other Faculties to improve graduate operations in the Faculty of Health
• Provide backup services for the Graduate Coordinators in KHS, RLS and SPHS as required during absences, vacation, etc.

Participates in the planning and formulation of Faculty of Health graduate scholarships and awards programs, including:

• Coordinate all internal scholarship nominations from the academic units, including university graduate scholarships, and the Provost’s Doctoral Scholarship for Women
• Coordinate the implementation and tracking of the University of Waterloo Graduate Scholarship (UWGS) which includes:
  • calculating and preparing departmental yearly budget accounts
  • advise departments of guidelines, procedures, and yearly allocations
  • monitors requests and budgets for each department based on the guidelines and procedures provided by the Graduate Studies and Postdoctoral Affairs Office
  • support department identification of discrepancies
• Responsible for overseeing the scholarship processes at the faculty level which includes providing guidance to academic units and the Associate Dean Graduate Studies, to ensure the optimal and appropriate usage of all awards, endowments and trusts awarded within Health, and processing award nominations
• Maintains a comprehensive Faculty scholarship/funding database and of scholarship budgets, including, but not limited to, Senate Graduate Scholarship, UW Graduate Scholarship, Graduate Studies Conference Assistantship Faculty travel budget, Provost Doctoral Entrance Award, Exceptional Doctoral Student Scholarship in conjunction with the Associate Dean Graduate Studies and consultation with the Graduate Studies and Postdoctoral Affairs office through its campus-wide internal scholarship database
• Processes all Faculty award nominations though the Graduate Studies and Postdoctoral Affairs Office awards payments SharePoint site
• Coordinate award and scholarship recipients for the annual Faculty Recognition Reception
• Coordinate and process nominations for Faculty- and University-level awards recognizing excellence in graduate supervision and mentorship
• Coordinate medal nominations for the Governor General’s Gold Medal, the Alumni Gold Medal, and the CAGS/UMI Distinguished Dissertation Award
• Coordinate the allocation of all awards and scholarships available from donor funded endowments and trust
• Organize an annual Fall Term information session with members of the GSPA for graduate students who plan to apply for external scholarships or want more detail about internal scholarships
• Arrange consultation as required between the Associate Dean of Graduate Studies, and departmental graduate officers regarding graduate student applications for external scholarships prior to University-level discussions

Qualifications:

• Bachelors degree required or equivalent education and experience. Master’s degree preferred
• Several years’ experience working in an academic environment
• Thorough knowledge and understanding of graduate policies and procedures including admissions and scholarship processes
• Experience working with students, faculty and staff and the ability to handle sensitive and confidential information with discretion
• Excellent mentorship, supervisory, communication (oral and written), and interpersonal skills are essential
• Demonstrated 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
• Excellent time management skills and demonstrated ability to meet competing deadlines
• Excellent problem-solving abilities and judgment
• Detail oriented and organized
• A self-starter, able to independently juggle multiple projects with concurrent or overlapping deadlines
• Strong organizational and problem-solving skills, initiative, demonstrated skill in managing priorities with limited resources, strong project management skills from concept through execution
• Flexible, diplomatic, efficient, and capable of managing crisis situations as they arise
• Demonstrated proofreading skills
• Competencies include people management and project planning

Equity Statement: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 our 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.Quick Apply

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