Grad Student Support 3 (Gr9)

Contenido de trabajo

Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Grad Student Support 3 (Gr9)Job TitleGrad Student Support 3 (Gr9)DepartmentAdministrative Support-Non-Finance | Department of Physics and Astronomy | Faculty of ScienceCompensation Range$4,331.00 - $4,835.00 CAD MonthlyPosting End DateSeptember 4, 2021

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

Job Description Summary

The Graduate Program Coordinator is responsible for the administrative functions of the Department s Graduate Program, acting as Coordinator to the Graduate Chair and Graduate Committee in both the admission of graduate students and the day-to-day administration of the M.Sc. and Ph.D. graduate student programs, and provides interpretation of policies and procedures. The Graduate Program Coordinator is responsible for all graduate records and student files and is responsible for all TA assignments and appointments and related inquiries. This position also acts as the liaison between graduate students, department faculty and staff in the Faculty of Graduate Studies, and as the first point of welcome and information to graduate students, not only on academic matters but also on such matters as housing, daycare, bursary assistance, etc.

Organizational Status

Works with and under the general direction of the Graduate Program Advisor; directly reports to the Manager, Human Resources.

Work Performed

Assists in planning, designing and implementing policy decisions to maximize the effectiveness of the Graduate Affairs and Admissions Committees. This requires familiarity with the University and Department policies and procedures; ability to determine goals and objectives; to analyze and summarize statistics; to anticipate problems before they arise; to provide recommendations and take initiative.

Works with the Human Resources Manager and the Graduate Administration Committees to improve work flow and build on the graduate program s strengths.

Oversees the career progress of approximately 200 graduate students by using the Access Database, SISC and hard copy files to monitor academic grades, breadth requirements, thesis proposals, and committee memberships; oversees time lines for program milestones; updates information systems by integrating databases and documents, develops and maintains Access database records; maintains all related files and records.

Oversees the graduate admissions process by providing and updating information material through the internet; develops spreadsheets and database applications to manage the admissions process; prepares and edits material related to admissions information; generates statistical data; pursues incomplete applications and recommends solutions to problems; deals with applicant queries via email, telephone and in person, manages approximately 350 graduate applications.

Assists in the recruitment of top graduate students by reviewing applications; remains in close touch with the candidates, informing them of department policies on financial support, program requirements, faculty research interests and initiatives, etc.

Graduate Applications

Maintains all web-based and paper information for incoming and current graduate students (departmental brochure, on-line application forms, etc.) utilizing Access.

Mails out departmental and program information and appropriate application forms to potential applicants.

Assembles all application material as received.

Develops, updates and maintains database for current graduate students and applicants using Access and web-based program, and produces statistical reports. Sets up and maintains files for each applicant and ensures completeness.

Advises incoming and current students via email and in person on information relating to University programs, courses and requirements, eligibility and application process. Processes over 1000 inquiries per year.

Responds to written and oral inquiries from applicants, regarding application status and program information and completes approximately 350 applications per year.

Schedules admission meetings; ensures applicant files are up to date for meetings; writes up and distributes minutes for graduate admission meetings.

Involved in composition and generating of recommendation letters for applicants to the Faculty of Graduate Studies, prepares recommendations and acceptance letters, contacts students and the Faculty of Graduate Studies as needed.

Generates rejection letters for Canadian, American and foreign applicants.

Assists in arranging visiting dates and schedules for potential Canadian graduate students. Liaises with SFU for visiting students travel reimbursement.

Updates and manipulates FOGS Admission Application Database on-line. (Importing data from FOGS database to PHAS applicants database using Access.)

Maintains contact with prospective students via e-mail and internet throughout the year. (Each year we have approximately 40 new incoming grads.)

Registers students where problems arise via SISC.

M.Sc. Theses, Ph.D. Theses Defense Orals

Remains current on policies and procedures governing PhD, departmental and final oral exam and theses.

Ensures students have met all degree requirements and confirms with FOGS when students are ready to graduate. Trouble-shoots and resolves graduation-related problems.

Administers and routes official letters, mark sheets, forms and announcements as required to initiate and process PhD theses defense orals up to and including distribution of External Examiners report. Advertises via e-mail and hard copy.

Ensures External and interior forms are files with Graduate Studies.

Submits MSc, MASc, PhD thesis marks on-line through Faculty Service Centre (FSC).

Distributes graduation application forms to graduating students for completion.

Ensures departmental copy of theses are received, catalogued and filed.

Graduate Research Appointments

Prepares appointment forms for the Graduate Research Assistants (twice yearly). Ensures international students hold valid employment authorizations (provides copies of these to the Undergraduate Program Assistant for Teaching Assistant application purposes). Forwards appointment forms for approval by appropriate faculty member and Manager of Operations.

Responsible for appointment notices to be accurate, signed and taken to finance according to deadlines.

Maintains and updates files with the appropriate adjustments and terminations as required.

TA Appointments

Completes Teaching Assistant student appointment forms; acts as liaison between the T/A Administrator, Payroll and T/As.

Manages, tracks and maintains T/A application and appointment files for terms 1, 2 and summer sessions.

Gathers needed information from the T/A database and verifies its accuracy, including requesting T/As to apply for teaching assistantships.

Verifies that T/As who haven t applied for teaching assistantships have other support.

Works with Graduate Program Coordinator to ensure incoming graduate students are included in the assignments.

Gathers information from all program directors and assistants as to what courses will be offered and determining what their T/A needs will be.

Maintains data on particular T/A and instructor requests.

Operates database to assign T/As based on the information above, and including the department s priorities for assigning T/A resources.

Troubleshoots individual cases beyond the first attempt at setting assignments using the database.

Advises CUPE 2278 of employments statistics for each term.

Generates excel reports and course schedules.

Performs inquiries to Financial Services regarding T/A salary discrepancies.

Graduate Courses

Acts as timetable rep for all graduate courses in Physics and Astronomy using Ad Astra. (e.g. creating, adding or changing course/section scheduling, seats released, rooms assigned, etc.)

Assists students in all aspects of graduate courses. Troubleshoots problems encountered by students in registering.

Registers students in courses, prepares and submits all graduate student grades/course marks after Faculty approval using SISC for official recording.

Develops, updates, and maintains Access database for Admissions and graduate info.

Manages and maintains Directed Studies Courses up to an including booking and scheduling process utilizing Faculty Service Centre.

Administration

Provides administrative assistance to the Graduate Chair and Graduate Committee as required.

Generates letters for visa renewal for teaching assistants.

Coordinates approximately three very large social functions throughout the year for graduate students, including catering organization.

Acts as resource person for graduate students with regard to academic matters, finance, housing, grants fellowships, scholarships and numerous other awards.

Authors and maintains the graduate web page for Physics & Astronomy.

Designs, produces and maintains graduate program brochure for Physics & Astronomy.

Provides statistics as requested by the Dean of Faculty of Science, Department Head, Physics and Astronomy Society, Admissions Committee, Awards Committee, Grad Program Chair, etc.

Responsible for allocating office space to new graduate students.

Major Awards (NSERC PGS, NSERC PDF, UGF)

Updates and manipulates FOGs Awards application database online.

Completes the summary sheet for each applicant by calculating their grade averages over the last 2 years, using the information on their transcripts. Ensures applications are complete with required documentation.

After departmental ranking by Grad Chair and committee, updates the summary sheet for each applicant using FOGS Awards database online.

Prepares the covering letter explaining ranking.

Prepares scholarship and award nomination documentation for graduate students.

Rejects those applicants who do not find a supervisor or who did not submit a complete application.

Works with incoming students prior to and after their arrival to help them settle into the program.

Provides administrative support and advice for the graduate students through interpretation and clarification of graduate program policies and procedures.

Assists and advises students in course registration.

Assists the Graduate Administration Committees in allocating financial support, employment opportunities, and office space to graduate students.

Responsible for assigning around 200 Teaching Assistant posts per year and for ensuring compliance with the collective agreement.

Prepares Student Appointment Forms based on instructions from faculty members, ensuring adequate funding and adherence to employment guidelines.

Organizes the graduate orientation function to welcome new graduate students.

Develops and edits promotional program materials; coordinates and organizes the publication of promotional material in both electronic and print format for the Graduate Program including coordinating the print version of the Graduate Handbook, the Department s submission to Peterson s Guides, and application related documents.

Co-ordinates the application process for NSERC Scholarships University and Department Fellowships by analyzing transcripts, providing summary sheets, and reviewing each application for completeness.

Consequence of Error/Judgement

This position oversees the entire Graduate Program cycle from admissions to graduation. The Program Coordinator monitors every stage of the students progress - oversights, omissions, and errors could have a detrimental effect on the students progress, and could reflect negatively on the Department. Such errors may also impact on administrative efficiency within the Department and on its interaction with the Faculty of Graduate Studies, and have financial implications on faculty project/grants supporting GRA s.

Supervision Received

Works independently within Departmental and University guidelines; consults with the Graduate Administration Committee Chairs and Human Resources Manager on unusual problems or on matters which depart radically from established policy and procedures.

Supervision Given

Supervises temporary staff including directing work duties, ensuring accuracy and overall quality, authorizing staff requests and other related duties .

Preferred Qualifications

High School graduation and two year post-secondary diploma and4 years related experience or the equivalent combination of education and experience.Positive and welcoming attitude; ability to take initiative; excellent organizational and communication skills; able to work effectively and independently; problem resolution ability; able to interpret and administer policies and procedures; able to give advice and information to faculty and students; able to develop new methods and procedures; proficient with various office software programs including Microsoft Office, Excel, FMS, HRMS, and SISC.