Date:	February, 2013
Reports to (Job Title):	Associate Dean of Science, Graduate Studies
Jobs Reporting (Job Titles):	N/a
Location:	Main Campus
Grade:

Primary Purpose

On behalf of the University, the Science Graduate Office is charged with ensuring that proper procedures are followed and officially documented for each of the Faculty of Science candidates leading to the conferment of master’s and doctoral degrees, at the University of Waterloo. The Faculty Graduate Dissertation Coordinator is responsible for the facilitation of PhD and MSc examining committees; the preparation of official documentation and the retention and processing of all documentation that establishes eligibility of each master’s and doctoral candidate within the Faculty that ultimately lead to the candidate’s degree. The Faculty Graduate Dissertation Coordinator must also possess some knowledge of the academic expertise within the faculty in pre-evaluating committee membership in accord with Faculty policy.

This position provides support to Faculty of Science research initiatives and receives functional direction from the Assoc. Dean Research – Science.

Key Accountabilities:

Administrative Support for Examinations, Dissertations and Convocation

In conjunction with the Administrative Assistant for Graduate Studies – Science, liaise with, and act in an advisory capacity, to department graduate coordinators with respect to University/Faculty graduate studies regulations and procedures.
In conjunction with the Assoc. Dean Graduate Studies – Science, prepare the Faculty of Science timetables, and establish Science deadlines for the semi-annual convocation ceremonies.

Comprehensive Examinations

The Faculty Graduate Studies Coordinator is responsible for checking the “Comprehensive Examination” forms sent by each academic unit, for each doctoral candidate to ensure that full and accurate information is correctly documented; that University/Faculty regulations for committee representation have been adhered to. Any errors, omissions or inconsistencies are followed-up with the department for corrections, before the submission can proceed.

Theses Submission (MSc and PhD)

The Graduate Dissertation Coordinator is accountable for submission of all Science graduate students’ thesis ensuring that guidelines for committee reader’s representation have been followed.
Related responsibilities include preparation of MSc and PhD thesis submission notices.

PhD Examinations

Provision of full administrative support related to all PhD examinations.
This position is also accountable for review of the “Recommendation of PhD Examining Committee” for each doctoral candidate, ensuring that guidelines for committee representation have been followed, and that all supporting documentation has been attached, including a full CV from the External Examiner. Follow-up with respective departments for relevant materials and missing information as required.
Preparation of PhD oral defense notices noting topic, date, time and location of defense; ensures that this information be reported to the community-at-large accurately and in a timely fashion.
The Faculty Graduate Studies Coordinator corresponds with the PhD oral defense external examiners, ensuring that full information and instructions relative to the pending PhD examination has been provided clearly and that the external examiner is aware of the regulations and procedures for the defense often through personal communication by phone or e-mail. In this capacity the Faculty Graduate Dissertation Coordinator is on the front line as a representative of the Faculty and the University of Waterloo.
Processes of requests for delegates of absent examination committee member(s) is also required and/or ensuring arrangements are in place when video-conferencing is required.
Subsequent to the PhD defense, the Faculty Graduate Studies Coordinator processes the examination results; closely monitoring the fulfillment outstanding conditions as set out by the examining committee at the close of the oral examination, a responsibility that is imperative in order for the PhD candidate to graduate.
The Faculty Graduate Studies Coordinator processes travel expense claims for external examiners with respect to Ph.D. oral examinations; calculating currency exchange rates; managing budget and balancing academic unit travel accounts (~$35,000/year) in accordance with funds allocated from the Associate Provost, Graduate Studies, the supervisor and the department/school. Processing honorariums and invoice payments for the external examiners fall within the mandate of the Faculty Graduate Studies Coordinator.

Convocation

Provides oversight for convocation procedures, ensuring all requirements for graduate degrees have been met. Ensures that all Faculty of Science rules and regulations pertaining to convocation have been adhered to.
On behalf of the Faculty of Science, provides receipt for all MSc and PhD theses at the time of submission and prepares Master’s and Doctoral acceptance forms for all Science units.

Administrative Support to the Graduate Studies Office – Science

Create and maintain electronic universal forms on the Science Graduate Office website used by Faculty, Students and Graduate Coordinators.
Update the Faculty of Science Graduate Studies Manual and associated resources on a routine basis.
Maintain the Faculty of Science Graduate Studies List of Approved Doctoral Dissertation Supervisors (ADDS) status for faculty members. This involves informing departments and faculty of procedures, processing new requests, and updating adjunct and cross-appointed faculty listings.
Provide coverage for the duties of the Faculty of Science Graduate Studies Administrative Assistant during vacation and/or absence.
Maintains PhD and MSc files for record keeping and storage/archiving.

Administrative Support to the Assoc. Dean Research – Science

The position also provides administrative support for Faculty of Science research initiatives under the scope of responsibility of the Associate Dean of Research (Science) and Manager of Strategic and Research Initiatives.

Responsibilities in the area of research support include:

Provision of administrative support to the Assoc. Dean Research in preparation for Senate Graduate and Research Council.
Facilitation, dissemination and provision of timely responses to ongoing research issues affecting the Faculty of Science.
Provision of administrative support to the Assoc. Dean Research with respect to processes and procedures developed for the flow and review of research applications within Science.
Provision of administrative and organizational support for research meetings and functions hosted by the Faculty of Science.
Development and maintenance of an annual list of faculty award winners, through liaison with the Office of Research (SSHRC, NSERC, and CIHR awards) and additional internal and external departments and units as required.

Facilitation of information flow to communications and development staff in Science to ensure that events, seminars and award recipients are publically recognized.

Position Requirements

Education:

Administrative degree/diploma or equivalent training preferred.

Experience:

Ideally, a minimum of 2-3 years administrative or academic experience is required. Experience with execution of tasks and responsibilities in a deadline driven environment. Competencies include strong understanding of an academic environment and mission, high attention to detail, problem solving, and effective communication skills.

Technical:

MS Word

Excel

PowerPoint

Other

MS Office Suite - Basic to Intermediate

OnBase Document Management - Basic

Quest - Basic

Nature and Scope

Interpersonal Skills:

Internally, communicates with the Associate Dean of Graduate Studies for the Faculty of Science and works synergistically with the Administrative Assistant for Graduate Studies in the Faculty of Science.
Works collegially with Academic unit Graduate Coordinators and associated support staff across the Faculty of Science to obtain action, and facilitate communication related to Comprehensive Examinations, Thesis Submissions and Oral Defenses.
Externally, communicates with key individuals such as Graduate Thesis Coordinator, Manager – Graduate Records, Graduate Convocation Coordinator in the Graduate Studies Office.

Level of Responsibility:

Position is a supporting role as a member of a small team where the scope of activity is specific to the Faculty but is conducted the context of the institution’s policies and operational practices. Position has no direct reports.
Entrusted to independently carry out duties in an informed manner with minimal supervision.

Decision-Making Authority:

Responsible for ensuring information maintained in records is complete and accurate with respect to comprehensive examinations and examining committee activity.
Independently solves problems related to logistics of thesis examinations.
Identifies and refers matters and issues related to “exceptions” to the Assoc. Dean Graduate Studies - Science.

Physical and Sensory Demands:

Minimal demands typical of an administrative position operating in an office environment.

Working Environment:

Minimal exposure to disagreeable conditions. Some exposure to stress and pressure typical of administrative-type responsibilities.

Graduate Studies and Research Coordinator - Science