Graduate & Admissions Coordinator - Waterloo, Canada - University of Waterloo
Description
Overview:
Term: 1 year
The Graduate & Admissions Coordinator administers academic services and advises graduate students in the Centre for Computational Mathematics in Industry & Commerce (CCMIC) (50%) and the Department of Applied Mathematics (AM) (50%) graduate programs.
The Graduate & Admissions Coordinator is responsible for providing effective support to the Director of CCMIC and the Associate Chair, Graduate Studies, and occasional administrative support to the AM Chair.
Responsibilities:
- Prepares the recommendation for admission and offer letter for the CM Director, CM and AM Associate Chairs, Associate Dean and GSPA Associate Director's approval
- Provides procedural advice to 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 and research presentations
- Assists with academic appeals; advise students on processes for student appeals or petitions
- Refer students to oncampus resources as appropriate
- Coordinates work term report submissions, grading, monitoring and awards
- Maintains department records and database of current students and graduates Including confidential correspondence
- Conducts final review of student transcripts to ensure all requirements have been met for program milestones for completion. Confirms final update for graduation on Quest
- Works in partnership with the Director to develop budget priorities
- Manages graduate student funding for CCMIC; prepares Teaching Assistant (TA) and scholarship budgets based on the number of new and continuing students; prepares the payroll submission for all students employed as TAs
- Prepares scholarship nominations using the Faculty funding formula
- Assigns and coordinates departmental and tricouncil Research Assistants (RA) in consultation with the Director
- Prepares and issues funding statements to all department graduate students for tuition payment
- Tracks funds in the graduate entertainment budget
Assists with CM graduate student engagement:
- Develops and assists in delivering the department's annual graduate student orientation program
- Maintains active communication with students using a range of communication modalities
- Develops and implements department graduate program marketing plans, in consultation with the Director, the Associate Chair, Mathematics Graduate Office, Graduate Studies and Postdoctoral Affairs, and Creative Services as appropriate
- Prepares text for and maintains the CCMIC website
- Participates in planning various studentfocused departmental events
- Organizes CM seminars and research colloquia, schedules and books rooms, prepares advertisement posters using mailman lists, books and sets up audiovisual equipment and orders refreshments when required
- Prepares travel claims and reimbursement request for all AM/CM graduate students and AM/CM Faculty members in compliance with University Policy and Tri-Agency Granting requirements
- Assigns office space for graduate students
- Compiles course and program changes for submission to the Graduate Calendar
- Prepares submissions for the Graduate Affairs Group
- Advises CM Director and Graduate Officer(s) of any problems in the graduate program and recommends improvements
- Prepares the agenda for weekly meetings with the CM Director and Graduate Officer
- Prepares data and statistical reports as required for the CM Director and Graduate Officer, drawing on departmental, Faculty and institutional data; participates in departmental selfstudies
- Coordinates periodic internal and external CM graduate program reviews, including Ontario Council on Graduate Studies (OCGS) reviews, in cooperation with the CM Director and Graduate Officer
- Assists with the development of the CM gradate course schedule each term, and reviews the final schedule for accuracy and meeting department needs
- Maintains department records of current CM students and graduates
- Provides guidance as required on CM graduate and department policies and procedures
- Prepares travel claims and reimbursement requests for all AM and CM graduate students, in compliance with University Policy and Tri-Agency Granting requirements
Qualifications:
- Undergraduate degree or equivalent combination of education and experience
- 3+ year of administrative experience, preferably in an academic environment
- Welldeveloped organizational, analyti
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