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Graduate Program Administrator

Date: February 1, 2016
Reports to (Job Title): Administrative Officer
Jobs Reporting (Job Titles): None
Department: Statistics and Actuarial Science


Main Campus


35 hr/wk

Primary Purpose

Reporting to the Administrative Officer, the Graduate Program Administrator is responsible for the administration of the assigned graduate program(s). The incumbent receives functional direction from the Associate Chair –

Graduate Studies or the Program Director(s), and performs a wide range of activities including, but not limited to administrative support, graduate student liaison and support, internal and external communications management & business development.

Key Accountabilities:


Graduate Academic Support:

• Must be knowledgeable in graduate policies and procedures.

• Provides administrative services, background research and support for program decision-makers.

• Provide ongoing support to graduate students, fielding general inquiries; provide guidance, trouble-shoot and problem-solve as required.

• Ensure that graduate students are aware of deadlines and issues relating to requests for extensions, course changes, internships, thesis submissions, calendar changes, convocation requirements, etc.

• Interpret and implement scholarship, university and department policies pertaining to graduate studies.

• Handle outside inquiries about the program(s); email/mail out necessary documents.

• Organize graduate student events, which may include but not limited to: colloquium talks, graduate orientation sessions, guest lectures, employers sessions and graduation celebrations.

• Provide graduate program information to assist in the preparation of the preliminary departmental budget.


Recruitment and information services:

• First point of inquiry for prospective graduate students. Advising perspective students of deadlines, procedures and

• Organize information sessions for graduate student recruitment. Write copy for advertising in print and on internet.

• Respond on a daily basis to inquiries from prospective students through email and telephone.

• Prepare files for Admissions Committee, assist in preparing short list, coordinating entrance exams (both written and web-based) and interviews of short-listed applicants.

• Advises graduate students regarding course registrations, internship and academic issues.


Support for student employment internships and business development

• Provide information to employers about employment process

• Coordinates interviews and oversee placements, working with Career Services

• Maintain database of employer contacts

• Coordinate career workshops

• Develop and update recruiting and marketing materials for industry and prospective students

• Attend employer events as required


Graduate program maintenance

• Ensure program information is up-to-date in the university calendar and on the website.

• Assist with graduate milestone completion (e.g. comprehensive exams, thesis defenses, etc.).

• Collect graduate course information from faculty members and publicize it;

• Assist in course scheduling


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

• Organize Advisory board Meetings and External Examiners meetings; attend meetings; take minutes.

• Provide administrative and secretarial support to the Associate Chair for Graduate Studies, and/or Program Director(s) in the administration of the assigned graduate program(s)

• Maintain program records and documentation as required.

Position Requirements


 Bachelor’s degree preferred, High school with equivalent work experience accepted


• Extensive secretarial experience in an academic environment.
• Knowledge of graduate policies and procedures preferred.
• Proven aptitude for detail and accuracy and ability to manage multiple demands
• Demonstrated ability to adapt to an evolving and changing environment and interact effectively with students, faculty and staff.


MS Word Excel PowerPoint Other
Proficient Proficient powerpoint Outlook Exchange: Proficient
Filemaker Pro (or equivalent database package): Proficient
Quest: Proficient
Knowledge of OnBase and LaTeX or willingness to learn.

Nature and Scope

Interpersonal Skills:

Level of Responsibility:

The job has defined specialized and routine tasks; the incumbent receives specific guidance.

Decision-Making Authority:

Minimal decision-making authority. Some examples of decision-making include:
• Decide on task priorities given multiple deadlines and demands.
• Make decisions about referring students to the appropriate resources (e.g. counseling, academic advisor

Physical and Sensory Demands:

Minimal demands typical of an administrative position within an office environment

Working Environment:

Travel: Occasional travel required.
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