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Administrative Co-ordinator - Graduate Studies

Date: Date: January 2012
Reports to (Job Title): Reports to: Administrative Manager
Jobs Reporting (Job Titles): Jobs Reporting: None
Location: location: Waterloo campus

Primary Purpose

Reporting to the Administrative Manager, the Administrative Coordinator – Graduate Studies is responsible for the administration of the departmental graduate studies office. The incumbent receives functional direction from the Associate Chair – Graduate Studies and performs a wide range of activities supporting all aspects of the graduate program, including, but not limited to, information and financial management, scholarship coordination and graduate student liaison.

Key Accountabilities:

Department/graduate student advising

Graduate teaching/research assistantship, scholarship and awards

Graduate program maintenance, including but not limited to the following:

Graduate scholarship application

Administrative/secretarial support, including but not limited to the following:


Position Requirements


High School Diploma
Education or training related to communication and communication strategies an asset.


Extensive secretarial experience in an academic environment. Thorough knowledge of graduate policies and procedures preferred.


MS Word Excel PowerPoint Other
word: Proficiency excel: Proficiency powerpoint other: Proficiency in Microsoft Word, Excel, Quest and OnBase required. A willingness to learn new software as required.

Nature and Scope

Interpersonal Skills:

Position requires communication with internal contacts to obtain, clarify and discuss information, and to receive instructions. Contact groups and individuals include, but are not limited to:

Position requires communication with a primary external group to obtain, clarify and discuss information, and to communicate graduate program acceptance:

Prospective graduate students

Level of Responsibility:

The job has specialized work with minimal supervision and provides guidance to others.

Decision-Making Authority:

Provide information and input to the Graduate Operations Committee and the Associate Chair of Graduate Studies in the decision-making process on academic matters related to graduate studies in the department. Some examples  include:

Make decisions (in consulation with the Associate Chair of Graduate Studies or the Administrative Manager) on non-academic matters related to graduate studies. Some examples include:

Referral of students to appropriate resources (academic advisor, counselling, etc.)

Physical and Sensory Demands:


Working Environment:

Travel: None

Working hours: Regular working hours

Risks – physical and psychological: Minimal risks. May experience exposure to somewhat disagreeable situations typical of a position that deals with a variety of students and faculty members