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Administrator, Faculty Graduate Studies

Date: November, 2014
Reports to (Job Title): Executive Officer
Jobs Reporting (Job Titles):

Associate Dean, Graduate Studies, Faculty of Applied Health Sciences                                                                              Associate Chair, Graduate Studies, Recreation and Leisure Studies

Department: Dean of AHS Office


Main Campus


35 hr/wk

Primary Purpose

The Faculty Graduate Manager plays a dual role within the Faculty of Applied Health Sciences. This position is responsible for providing strategic support to the Associate Dean, Graduate Studies, for all key administrative operations associated with the graduate portfolio in the Faculty of Applied Health Sciences. The incumbent is also responsible for the administration of the graduate programs in the Recreation and Leisure Studies (RLS) department. This position provides continuity as academic leadership changes.


The incumbent develops, implements and maintains processes relating to graduate academic policies and procedures.  The incumbent is expected to possess in-depth knowledge of departmental, Faculty and university-level policies and regulations as well as best practices at all levels of the university structure.  (S)he will act as a resource on policy and procedures for other team members and the various academic units.  In addition, (s)he will take a leadership role in the implementation of new policies and adherence to existing policies as they pertain to graduate studies.  (S)he is responsible for submitting any policy changes to relevant university bodies and departments, and following up and undertaking any subsequent relevant calendar revisions.

Key Accountabilities:

Student advising/support:



Academic Integrity:




Provides a range of services in support of graduate students’ admission, progression, and graduation including:




 Participates in the planning and formulation of AHS graduate scholarship and awards programs, including:



Serves as the Secretary to the Faculty Graduate Studies Committee (FGSC), including:



Course Management:






Graduate Academic Services and Operations:


Position Requirements


Bachelor's degree required or equivalent education and experience. Master’s degree preferred.






MS Word Excel PowerPoint Other
Intermediate to advanced experience with Outlook Express, Microsoft Word, and PowerPoint Intermediate to advanced experience with Microsoft Excel Web content Management SoftwareExperience with web content management software (WCMS).

Experience with Sharepoint, OnBase, Quest

Nature and Scope

Interpersonal Skills:

 The Faculty Graduate Manager interacts regularly with Associate Chairs and administrative staff in all academic units in the Faculty of Applied Health Sciences as well as the university Graduate Studies Office, Student Awards and Financial Assistance. This position is responsible for developing and maintaining excellent working relationships with all these areas to fulfill the primary purpose of the position.


Significant Internal (Faculty and University-Wide) Relationships


Significant External (off Campus) Relationships

Level of Responsibility:

The position has specialized work and is expected to work independently, is responsible for the routine execution of the day-to-day administrative operations of the Faculty Graduate Office, and provides guidance to others and ensures continuity with periodic changes to functional reporting relationships.

Decision-Making Authority:

Physical and Sensory Demands:

Working Environment:

Travel:  None

Working Hours:  Regular working hours

Physical Risks:  Minimal exposure to students reacting negatively to decisions. There are deadline pressures that need to be balanced with the demand for thoroughness and accuracy.  Requires the ability to juggle and prioritize multiple simultaneous demands and files. 

Psychological Risks:  Emotional costs of dealing with at risk students