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Graduate Programs Coordinator

Date: August, 2014
Reports to (Job Title): Administrative Assistant
Jobs Reporting (Job Titles): None
Location: Main Campus and BSIA


35 hr/wk

Primary Purpose

The Graduate Programs Coordinator provides comprehensive administrative support to the MA program in Political Science and the MA and PhD programs in Global Governance.

Key Accountabilities:

1.  Provides comprehensive administrative support to the department’s graduate programs:


2.  Serves as a resource for graduate students:


3.  Manages funding arrangements and scholarship application process for graduate students:


4.  Co-ordinates communications, marketing, and recruiting for graduate programs:

Position Requirements


Completion of a Bachelor’s degree, or equivalent education and experience.


Administrative experience in an academic department, particularly in academic program administration. Proven attention to detail. Demonstrated ability to ask probing questions, anticipate student needs, and apply sound judgment. Proven ability to work independently with minimal supervision in a fast-paced, deadline-oriented, multi-tasking environment. Record of success in managing relationships with faculty, staff and students. Demonstrated commitment to confidentiality. Thorough knowledge of university policies and procedures, particularly as related to graduate studies and scholarship requirements.


MS Word Excel PowerPoint Other
Intermediate Intermediate Intermediate Quest, OnBase, Infosilem, Sharepoint, database (Access, etc.), Outlook

Nature and Scope

Interpersonal Skills:

Internal contacts are principally for the purpose of obtaining, clarifying, and discussing information and could include:


External contacts include:

Level of Responsibility:

Specialized work with minimal supervision; provides guidance to others.

Decision-Making Authority:

Prioritizes tasks given multiple deadlines and demands; advises and directs students to appropriate resources.

Physical and Sensory Demands:

Minimal demands typical of an administrative position in an office environment.

Working Environment:

Travel: The position is dedicated two days per week to the Balsillie School of International Affairs with the balance of time on the main UW campus. Division of time may vary with academic cycle.

Working hours: Regular working hours

Risks: Minimal; typical of a varied administrative position dealing with a variety of individuals.