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Graduate Program Coordinator

Department: English Language and Literature Effective Date: March 2013


35 hr/wk

Reports to: Administrative Assistant

General Accountability

The Administrative Co-ordinator and Advisor, Graduate Studies organizes and administers academic services for the English Language and Literature graduate program, and provides advice and guidance to graduate students (approximately 140). The position provides primary administrative support to the Associate Chair, Graduate Studies, occasional administrative support to the Chair, and general support to faculty and sessional instructors in the Department.

Nature and Scope

Interpersonal Skills:

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

Externally, makes regular contact with the following external contacts:

Level of Responsibility:

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


Decision-Making Authority:

This position has decision-making authority; complex and non-routine issues involve consultation with the Associate Chair, Graduate Studies. Position requires proactive problem solver.

Statistical Data

Specific Accountabilities

1.Advises graduate students in English Language and Literature, and those from all UW Faculties, including the following:

2.Provides administrative support to the Associate Chair, Graduate Studies, including the following:

3.Provides support to the Chair, faculty members and graduate sessional instructors, including the following:

4.Provides general administrative support including the following:


Position Requirements


Undergraduate degree preferable; equivalent combination of education and experience will be considered.


Some administrative experience in an academic environment. Knowledge of graduate policies and procedures. Organizational, analytical, interpersonal, customer service, and communication skills (oral and written) required. Aptitude for attention to detail and accuracy are essential. Proven capacity to handle high volume and multi-tasking.


MS Word







Outlook, web content management software, Sharepoint, Infosilem, Quest, OnBase and minute taking


Working Conditions

Travel: none
Working hours: regular
Risks, physical and psychological: Involves minimal physical or psychological risk resulting from a diverse environment with deadlines, multiple priorities and frequent interruptions.

Physical and Sensory Demands:

Typical of an administrative position in an office environment; peak times can include numerous student requests, multiple priorities and frequent interruptions.