Coordinator, Talent Acquisition - Sault Ste. Marie, Canada - Algoma University
Description
Job Title:
Graduate Studies Assistant:
- Staff Bargaining Unit_
Position Status:
Permanent, Full-time (35 hours/week)
OSSTF
Department:
Office of Research & Graduate Studies
Supervision Received:
Associate Vice-President, Academic (AVPA)
Location:
Sault Ste. Marie or Brampton, ON
PRIMARY FUNCTIONS:
A. Program & Academic Administration Support 50%
B. Engagement & Support 40%
C. Other Duties 10%
TOTAL 100%
Working under the supervision of the Associate Vice-President Academic, the Graduate
Studies Assistant (GSA) ensures the smooth operation and confidentiality of the Graduate
Studies office, focusing on service excellence in support of the growing efforts of Graduate
Studies at Algoma University. The GSA will provide administrative support, respond to
inquiries regarding graduate programming, and assist students, faculty, and internal
departments (e.g., Registrar's Office, Research Office, and Academic departments) by
providing up-to-date graduate school information.
The GSA is responsible for providing information about, and maintaining, the School of
Graduate Studies policies, procedures, and file systems, as well as liaising with the Office of
the Registrar, graduate program officers, relevant graduate committees, relevant graduate
committees, and relevant department chairs, Deans, faculty and academic advisors. This
position will also assist with Quality Council reviews and the submission of graduate student
proposals for external funding and assist with recruitment events and other activities.
This position requires initiative, professionalism, tact, attention to detail, discretion, and sound
problem-solving skills to ensure excellence in customer/student services and administrative
duties.
RESPONSIBILITIES:
A. Program & Academic Administration Support (50%)
- Provide advanced administrative support to the School of Graduate Studies and Chair
confidential issues
- Set up and maintain organized shared drives to keep the School of Graduate Studies
collaboration
- Generate reports for tracking and reporting purposes (e.g. supervision type, time
- Schedule and coordinate meetings, conferences, and/or travel, and attend/participate
agendas, minute-taking, catering orders, room bookings, AV equipment, honorariums,
mailings, and parking arrangements)
- Coordinate the thesis and dissertation process, and maintain the School of Graduate
- Maintain graduate student progression records, supervision records, and sources of
- Provide backup support to the areas of Graduate Admissions and Graduate Funding,
- Process invoices, expense reimbursements, and purchase orders
- Collect and distribute department mail, and coordinate packages to courier
B. Engagement & Support (40%)
- Act as the first point of contact for the School of Graduate Studies for all new and
- Act as a point of contact for graduate program interactions with external community
student programs
- Provide accurate information to prospective students, current students, faculty, and
- Organize and coordinate services for a variety of graduate studies special events and
Graduate Poster Conference, Indigenous and other ceremonies and practices
- Work collaboratively with Marketing & Communications and the Graduate Admissions
presence for graduate studies
C. Other Duties (10%)
- Responsible for other projects and duties as assigned by the Associate
- Support graduate outreach and recruitment activities, as required
- Review policy, procedural, and systems initiatives, and provide input and
School of Graduate Studies
WORKING CONDITIONS:
Physical Effort _Moderate_
Moderate physical effort required (lifting and moving
materials and packages); set-up and takedown of events
Physical Environment _Minimal_
Minimal exposure to unpleasant/disagreeable conditions
(e.g. during travel to connect with external stakeholders,
and events)
Sensory Attention _Moderate_
Detailed/precise work must be completed while
accommodating regular interruptions
**Mental Stres
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