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Graduate Administrator, PhD Program

Department: Mechanical and Mechatronics Engineering Effective Date: March, 2011
Grade: USG 6 Reports to: Administrative Officer

General Accountability

The Graduate Administrator, PhD Program, is responsible for the administration of the PhD program in the Department of Mechanical and Mechatronics Engineering.  The scope of the position encompasses four main functions: administers admissions to the PhD program; advises PhD students on academic matters and monitors progress to completion of studies; acts as scholarship coordinator for NSERC and SSHRC competitions, administers payments for graduate research assistantships and graduate research studentships.  The Graduate Administrator, PhD Program, reports to the Administrative Officer of the Department of Mechanical and Mechatronics Engineering.

The Graduate Administrator, PhD Program, is responsible for all responsibilities related to administration and coordination of the PhD program in the Department of Mechanical and Mechatronics Engineering.  The incumbent is expected to be familiar with all graduate program offerings in the Department and be able to assist colleagues with the MME Graduate Studies Office as needed during absence and peak times.  Extensive experience with graduate policies, and procedures especially as they relate to admissions, academic matters, payroll processes, and scholarship applications is required.  The incumbent must possess excellent computer skills including proficiency with the latest word-processing, spreadsheet software and web tools.  Candidate must possess excellent organizational, interpersonal, analytical, and problem-solving skills.

Nature and Scope

Organizational Relationships

The Chair, Deputy Chair, Associate Chairs, Director of the Mechatronics Engineering, Director of Laboratories, and Administrative Officer provide the operational management of the Department of Mechanical and Mechatronics Engineering.  The MME Graduate Studies Office has three graduate administrator positions, two 1.0 FTE positions and one 0.5 FTE.  The Graduate Administrator, PhD Program and his or her colleagues are responsible for all duties required to support graduate activities in the Department.

Statistical Data

The Department of Mechanical Engineering and Mechatronics Engineering has a complement of 53 tenured, and probationary faculty and lecturer appointments, 16 technical staff, 13 administrative staff, and numerous research faculty, adjunct faculty, visiting scholars, and post-doctoral fellows.  The Department offers several undergraduate and graduate programs including a BASc (Mechanical Engineering), BASc (Mechatronics Engineering), MASc, MEng, and PhD. Enrolment in the undergraduate programs is approximately 1200 students. The annual first year intakes for Mechanical Engineering and Mechatronics Engineering are 185 and 110, respectively. The current graduate enrolment of the Department is approximately 300 full-time and part-time students. The Department’s annual operating budget is approximately $9 million dollars; contract and research funding is approximately $9 million dollars annually. The Department focuses its teaching and research activities in five areas including Automation and Control, Fluid Mechanics, Machine Design and Solid Mechanics, Materials Engineering and Processing, and Thermal Engineering.

Major funding sources for research include CFI (Canada Foundation for Innovation), CRC (Canada Research Chair), NSERC (Natural Sciences and Engineering Research Council of Canada), ORF-RE (Ontario Research Fund - Research Excellence), ORF-RI (Ontario Research Fund - Research Infrastructure), ERA (Early Researcher Award), and numerous national and international companies.

The Department has a significant amount of contract funding

Specific Accountabilities


Working Conditions