| Department: |
Department of Earth and Environmental Sciences
|
Effective Date: |
July, 2008 |
| Grade: |
USG 6
35 hr/wk
|
Reports to: |
Graduate Officer and the Administrative Assistant |
General Accountability
The Administrative Co-ordinator/Student Advisor is accountable to the Graduate Officers and the Administrative Assistant in the Department of Earth & Environmental Sciences for ensuring the smooth day-to-day, term-to-term and year-to-year operation of the departmental graduate degree programs within the established policies and procedures and according to the established calendar of events. This position is also accountable to Chairman, Department of Earth & Environmental Sciences for matters pertaining to the administration of teaching assistants (TAs). Maintaining levels of confidentiality and trust pertaining to all Department and graduate matters is a fundamental element of this position.
Nature and Scope
As a member of the support staff in the Graduate Office, the incumbent is expected to perform the duties of the position within established policies and procedures and according to an established calendar of events, under minimal or no supervision.
Significant internal and external relationships for this position include:
- Chair, Department of Earth & Environmental Sciences
- Graduate Officers
- Faculty, Earth & Environmental Sciences
- Faculty, all other academic departments across campus
- Faculty of Science Graduate Office
- University Graduate office
- Scheduling office
- Office of Research
- Human Resources
- External Granting Agencies
- External Companies (Industrial/governmental)
Statistical Data
The Earth & Environmental Sciences Department has 33 faculty members, 1 instructor, 3 undergraduate officers, 3 graduate officers, 27 technical support staff, and 5 administrative support staff. The Department offers programs in MSc (thesis) MSc (research project ), and PhD degree programs.
The graduate enrolment is approximately 110 students, approximately 60 % is MSc and 40% is PhD. There are 3-5 non-degree students on exchange programs per year. International student enrolment is approximately 30% of the total.
The departments Teaching Assistantship budget is approximately $130,000.00 and hires approximately 60 TAs per year.
Specific Accountabilities
- Administer and monitor three (3) busy and varied graduate studies programs; MSc, PhD and Non-degree. Each program has different criteria for admission, course requirement, thesis requirements, etc. It is imperative that the Graduate Co-ordinator/Student Advisor keeps all programs in an orderly fashion and keep up-to-date on all program changes. Administer admission procedures for each of these individual programs using the On-Base system to ensure compliance to requirements, acceptance, the generation of conditions if necessary, and details of admission.
- Extract information from Teaching Assistant applications (completed on a 3 term per year basis). Determine which department courses are eligible for TA support, number of TAs required per course (determined on a per student, lab/lecture basis)
- Review TA Budget for the year, determining minimum and maximum number of TAs allowable per course, staying within the budget.
- Review eligible TA students transcripts for course contents and information determining whether courses taken at other colleges/universities are comparable to department courses.
- Monitor TA assignments for course conflicts, produce contracts for each student per term for acceptance of TA duties.
- Assist in the organization of the TA workshop held twice per year.
- Administer and manages budgets for various Earth & Environmental Sciences Graduate Scholarships, determining eligibility and assignment. They include the following:
- UW Graduate and UW Graduate Entrance Scholarships in excess of $55,000.
- Davis Memorial - $5,000.00 per award
- Geomatrix Scholarship - $15,000.00
- Farvolden Scholarship - $5,000.00
- New Faculty Scholarships – $5,000.00 /new member
- Provost Doctoral Awards $5,000.00 (6 awards/yr)
- HGL Scholarship $15,000.00 over 3yr.
- Worley Parsons Scholarship - $5,000.00/yr.(contact with external agencies concerning award eligibility, limitations, money etc.)
- To administer all other non-monetary scholarships; application process, ranking, awards for Dean of Science, W.B.Pearson, Govenor General, Research etc.
- Assist in the hiring and the completion of all paperwork for co-op students.
- Coordinates all space for graduate students (on average 110 students)
- Provides instructional guidance and supervision to the Undergraduate Secretary.
- Attend graduate marketing opportunities, i.e. open Houses etc.
- To provide advising services to all new and existing graduate students. This includes advising undergraduate students interested in graduate studies, and all domestic and foreign applicants. Special attention is given to the International students who are new to Canada. When new International students arrive in the department; quite commonly their first point of contact is the Administrative Co-ordinator. It is imperative that the Administrative Co-ordinator provide correct information regarding new banking information, process of acquiring Social Insurance Numbers, community and university information and housing information should the student still require accommodations. The Graduate Co-ordinator/Student Advisor also provides information for visa students to apply for permanent Residency and explain the process of application. Organize any orientations events for new incoming graduate students.
- The Graduate Co-ordinator/Student Advisor also advises existing students with financial matters, difficult living arrangements and advising and mentoring supervisors and students with difficult working relationships within the university environment. The students are guided into the appropriate courses of action.
- Maintains constant contact with and acts in an advisory capacity to the department graduate officers (3) faculty members (33) staff (38) and students (110) with respect to policies and procedures pertaining to graduate affairs.
- Advise students/faculty with deadlines, changes, course choices, milestone, on-line services, regulations and requirements as they progress through their individual programs.
- Develop, maintain and manage all graduate student records to facilitate the generation for information required by Graduate Officers and to monitor students progress.
- Provide background research and support for the Graduate Officers and assist in the academic decision-making process, assessment of course offerings, budget decisions, scholarship eligibility, milestone achievement and other items as required.
- Monitor and review all reports generated by the GSO for problems, omissions and accuracy. Report discrepancies for action.
- Monitor and review of all current and proposed new graduate courses. Generate graduate course listings and timetables, including downloading of rosters and uploading of marks.
- Co-ordinate the term-by-term assessment of graduate courses. Provide a graduate course evaluation for each course in Earth & Environmental Graduate Courses.
- Co-ordinate the collection of information on a term-by-term basis from faculty members to assign Research Studentships to current and incoming graduate students. Monitor studentship awards levels and sources to ensure compliance with OGS and NSERC regulations. Enter all payroll information into the Graduate Student Earnings payment system. Troubleshoot any payroll problems for students with Human Resources.
- Responsible for submitting yearly calendar updates for the University Graduate Office.
- Co-ordinating of PhD comprehensive examinations(includes assignments of chairmans), Ph.D committee meetings (completed yearly) and Oral Defences; MSc committee meetings (completed yearly), Oral Defences and MSc research papers . Binding of all research papers.
- Manage the application process for NSERC and OGS Scholarships
National Sciences and Engineering Research Council of Canada (NSERC). Yearly process in which current graduate and undergraduate students apply for PGS M, PGS D and Post Doctoral awards to further their research program. Provides required information; involves collecting, organizing and presenting the information to the Ranking Committee.Ontario Graduate Scholarships (OGS). Monitors progress on the collection and tracking of information for the OGS application process. Provides information needed to the Ranking Committee
- To administer the yearly NSERC undergraduate scholarship competition (NSERC USRA); process application, determining eligibility, ranking and payroll.
- Recording of minutes for departmental meetings and graduate committee meetings.
- Handling of money/cheques for graduate courses and maintaining payments records
- Responsible for assisting in 2 large lectures series held every year (Farvolden & Adrian Smith). Responsible for advertising, collection, organization and selection of scholarship recipient for each .
- Researching data for ordering and maintaining department equipment including, digital cameras, LCD projectors, Brunton compasses, etc.
- Oversees the booking of 1 conference room, 3 classrooms, and the EIT Foyer. Use of the on-line oracle system.
- Ontario Council of Graduate Studies (OCGS appraisal every 7 years). One year process to co-ordinate data gathering and preparation of documents for approval of accredited graduate program.
- Distribution of field equipment.
- Emergency care person for Department. Includes First Aid Training Emergency Level, with CPR. Upkeep of First Aid Kit for Department.
- Helps manage the day to day department operations to ensure efficient service to all departmental faculty, staff and students.
- Processing of payments of travel, payment requests, casual earnings and temporary authorizations.
- Responsible for issuing key permits for faculty, staff and students
- In cooperation with the Administrative Assistant, helps ensure the smooth operation of the department performing duties as assigned by faculty and the department administrative assistant.
Working Conditions
