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Graduate Program Administrator/Scholarship Coordinator

Date: June, 2012
Reports to (Job Title): Administrative Manager
Jobs Reporting (Job Titles): None
Location: Main Campus


35 hr/wk

Primary Purpose

The Graduate Program Administrator/Scholarship Coordinator is responsible for all activities related to ERS Graduate Programs (MES, PhD) and has responsibilities comparable to those performed by Graduate Coordinators at a department level, including functioning as the first point of contact for potential graduate applicants to the E.R.S. programs, and acting as the central resource for current students regarding academic advising, graduate policies and procedures, and all academic processes pertaining to graduate program administration. The incumbent must be knowledgeable in the University, Faculty and Department Graduate policies and procedures to assist graduate students throughout their program from admission to degree completion The following duties occur on a continuous basis requiring excellent time management skills and prioritization.  The main responsibilities of the position include but are not limited to the following key accountabilities.

Key Accountabilities:

1.  Recruitment and Admissions


2.  Academic Advising


3.  Administrative Support and Academic Records



4.  Financial Administration



5.  Scholarship Coordinator



6.  Course Scheduling

Position Requirements







MS Word Excel PowerPoint Other
Advanced Advanced Basic

Proficiency with Web Content Management,

OnBase, Sharepoint, InfoSilem, Quest or

similar programs

Nature and Scope

Interpersonal Skills:


All Faculty of Environment faculty and staff, Graduate Studies Office, Scheduling Department, Human Resources, Student Awards Office, Finance, International Student Office, Office of Research, Counselling Services



This position will have significant contact with prospective students, alumni, potential supervisors and committee members for graduate committees, both within the UW campus as well as external institutions.

Level of Responsibility:

This position is responsible for managing all aspects of the ERS graduate program. The job has specialized work with minimal supervision and provides guidance to others.

Decision-Making Authority:

Must effectively manage day-to-day conflict, is the first point of contact for advising students with academic issues pertaining to policies etc. The incumbent must act independently in determining alternative solutions but if needed consults with various areas to seek resolution, including but not limited to the Associate Chair, Graduate Studies, Assistant to Associate Dean, University Graduate Studies Office in addition to other areas as required.

Physical and Sensory Demands:

Working Environment: