Research Graduate Programs Assistant - Waterloo, Canada - University of Waterloo

University of Waterloo

Verified Company

Waterloo, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Overview:

Term: 1 Year

Responsibilities:

Administrative

Provide administrative support to the Research Graduate Programs Coordinator and the Associate Director, Graduate Studies for the MSc and PhD academic cycles, adhering to UW, Faculty of Health andSchool policies and procedures
Assist in maintaining and managing all graduate student records and progress reports to facilitate the generation of data required by the Associate Director, Graduate Studies and to monitor student progression and plan for advancement
Maintain student files adhering UW policies for proper storage and disposal
Create/run custom queries using Quest data extracts. Design new fillable forms and tables to expand scope of data collection
Assist in monitoring and reviewing all current and proposed new graduate courses, coordinating the required documentation for School, Faculty and Senate approvals
Assist the Research Graduate Programs Coordinator in course listings and scheduling, ensuring conflictfree timetables
Assist in monitoring and reviewing all reports generated by and for the GSPA for problems omissions, and accuracy. Report discrepancies for action
Participate in the Graduate Executive and AHWB meetings, establishing time, room booking, generating agenda, recording and transcribing minutes, monitoring implementation of decisions, maintaining records
Assist in the coordination of MSc thesis proposals and defenses and PhD comprehensive examinations and proposals, process paperwork, assist with bookings of room rooms and audiovisual equipment
Assist in the coordination of graduate student orientation and Teaching Assistant (TA) workshops. Coordinate key permits for the School, maintaining current records and receipt of keys returned. Manage fob activation and returns
Assisting in other duties as assigned by the Research Graduate Programs Coordinator, Associate Director, Graduate Studies, Administrative Officer and Director.

Student Advisement

Assist and advise students with guidelines, deadlines, changes, milestones, requirements, convocation, etc. as they progress through their individual programs, in accordance with University policies and procedures. Ensure requirements are met
Respond to inquiries from potential and existing graduate students of the School's MSc and PhD programs. This includes advising undergraduate students interested in graduate studies, and all domestic and international applicants. Special attention is required for International and Permanent Resident students who are new to Canada

Admissions

Download admission extracts and data for use in the committee review process
Assist with the averaging of transcripts to admit potential applicants to the program
Create scenarios of acceptance rates to assist the Associate Director to determine the number of applicants to admit into the research programs and develop admissions timelines to track the admission process. Project the number of students taking electives in a given term

Communication

Assist in the maintenance of the research graduate section of the SPHS website, with direction from the Research Graduate Programs Coordinator, the Associate Director and the Faculty of Health Marketing and Recruitment Specialist, ensuring consistency with UW guidelines
Assist in the preparation of Program Handbooks, brochures, and other media for the research graduate programs
Attend graduate marketing opportunities. Assist in the organization and participate in School graduate orientation and information sessions, special event planning, preparing printed materials
Assist in arranging oncampus and offcampus recruitment events

Qualifications:

A minimum of an undergraduate degree is preferred
The incumbent must have experience in student academic advisement in a university or college setting
Extensive knowledge of MSc and PhD programs in the School of Public Health Sciences and all policies and procedures related to the graduate programs, especially as they relate to admissions

and academic matters, is required

Experience responding to student inquiries and escalating to the appropriate individual
Experience providing administrative support to students and acting as the first point of contact for inquiries
Relevant university admissions experience and knowledge of GSPA Records processes preferred
The incumbent must maintain a high level of professionalism and knowledge to handle the volume and complexities of inquiries, along with excellent organizational skills and the ability to prioritize, manage multiple assignments and deadlines
The individual assists in the smooth daytoday, termtoterm, and yeartoyear operation of the School research graduate degree programs within established policies and procedures and according to the established calendar of events
The incumbent must possess excellent computer skills including proficiency with the latest wordprocessing, spreadsheet and database softwar