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Administrative Secretary to the Associate Dean of Science for Graduate Studies and Research

Department: Faculty of Science - Science Graduate Office Effective Date: December 1999
Grade: USG 6 Reports to: Assoc Dean Grad Studies

General Accountability

The Administrative Secretary for Graduate Studies and Research in the Office of the Faculty of Science is responsible for the operation of the Science Graduate Office.  This position reports to the Associate Dean of Science for Graduate Studies and Research and to the Executive Assistant to the Dean.  Manages scholarship and faculty budgets (5) related to graduate affairs; assesses and approves documentation; acts in an advisory capacity to the departmental graduate officers (10), directors (2), centre administrators (2), departmental graduate secretaries (5), faculty members and students on policies and procedures; instructs on day-to-day operations of graduate studies.  Prepares and effectively carries out procedures for appeals and disputes related to graduate issues at the Faculty level according to Policy 70 and 71.

Nature and Scope

The Faculty of Science is comprised of five academic departments which offer degrees in graduate studies - Biology, Chemistry, Earth Sciences, Optometry, and Physics.  Of these departments, two have joint graduate programs with the University of Guelph - the Guelph-Waterloo Centre for Graduate Work in Chemistry and the Guelph-Waterloo Program for Graduate Work in Physics.  Graduate Studies is governed by specific rules and guidelines set by both the University and the Faculty.   The Faculty of Science has formed more stringent regulations than that of the University, thereby importing policies and guidelines only significant to Science.

Statistical Data

M.Sc. Part-time            ~  30

Ph.D. Full-time             ~185

Ph.D. Part-time            ~  15

Graduate Supervision:

Comprised of faculty and clinical supervisors which total approximately 140.

Specific Accountabilities

This position reports directly to the Associate Dean of Science for Graduate Studies and Research.  The duties of the Associate Dean are such that the Administrative Secretary acts on his behalf and assumes responsibility for making decisions, approving documentation and carrying out day-to-day operations of graduate studies in Science.


This position is responsible for administering (4) budgets pertaining to scholarships totalling approximately $500,000.

Graduate Affairs

Faculty of Science Responsibilities



This position largely functions upon advising faculty, departmental graduate officers, directors, centre administrators and departmental graduate secretaries with respect to the policies and procedures related to graduate studies.  It is essential for this position to be able to act in an independent manner and effectively make decisions, solve issues and/or problems as they arise through close scrutiny and by exhibiting professionalism in accordance with the circumstances.

Working Conditions