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Administrative Coordinator, Graduate Studies


Department of Earth and Environmental Sciences

Effective Date: July, 2008


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:

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

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


Working Conditions