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Graduate Program Administrator

Date: August, 2016
Reports to (Job Title): Administrative Managers (GEM & SEED)
Jobs Reporting (Job Titles): None
Department: Department of Geography and Environmental Management (GEM) & School of Environment, Enterprise and Develoment (SEED)


Main Campus


35 hr/wk

Primary Purpose

This position is responsible for supporting the graduate programs in the Department of Geography and Environmental Management (GEM) and School of Environment, Enterprise and Development (SEED). The Graduate Program Administrator provides advice and guidance to graduate students and is responsible for the operation of the programs, fn a manner consistent with the department's/school's goals and objectives. The position reports to the Administrative Manager in GEM and SEED and works in partnership with the Associate Chair, Program Directors and Graduate Studies Office.

Key Accountabilities:

1.  Responsible for Recruitment and Admissions including, but not limited to, the following activities:

2.  Provides advice to current and prospective graduate students in GEM and SEED including, but not limited to the following activities:


3.  Minages bursaries, awards and scholarships induding, but not limited to the following activities:


Department/School  Bursary and Awards:

  • Bursary: nforms students regarding bursary information and procedures. Prepares spreadsheet with applicant information and in consultation with the Program Director ranks the eligible students. Director confirms the bursary amounts and approves final calculations. The administrator prepares the letters for eligible students, and forwards a payment schedule to the SEED Administrative Manager to process.
  • Academic Achievement Awards: the administrator determines cumulative averages for each student for the previous year. Once it is determined which students are to receive the award, the Program Director reviews and approves the list. The administrator prepares letters for the students receiving the awards and prepares a payment schedule for the SEED Administrative Manager to process.
  • Academic Merit Entrance Awards: the administrator determines which incoming students are eligible for the award and prepares a list for the Program Director to review and approve. Once approved the administrator prepares a nomination form for uploading in SharePoint for the Graduate Studies Office to process.


Scholarship Coordinator including, but not limited to:


  • organization and administration of the application process for several internal and external scholarships coordinated by the Graduate Studies Office
  • advising students of scholarship and application requirements
  • reviewing applicants for eligibility, ordering transaipts and calculating transcript averages, checking for accuracy, editing, and tracking applications
  • maintaining records of allocations and disbursements
  • liaising with staff in the Graduate Studies Office for issues related to payments, programs, award applications and supplementary  funding





4.  Administrative Support, including, but not limited to the following activities:





5.  Maintains MCC and MEB graduate program webpages, ensures accuracy of program information and prepares all updates

Position Requirements


Undergraduate degree desirable; equivalent combination of education and experience will be considered






MS Word Excel PowerPoint Other
word excel powerpoint other

Nature and Scope

Interpersonal Skills:

Internally, makes contacts on behalf of the department to obtain action, reach agreement and negotiate

Counselling Services



Externally, makes contacts with partner or potential partner organizations to obtain, clarify and discuss information

Level of Responsibility:

The job has specialized work with minimal supervision and provides guidance to others.

Decision-Making Authority:

This position has decision-making authority; complex and non-routine issues involve consultation with the Associate Chair, Graduate Studies, department Chair, and Administrative Manager. Position requires proactive problem solver.

Physical and Sensory Demands:

Working Environment:

Occasional travel required


Working Hours                                
Regular working hours, occasional evening/weekend work required


Risks -physical and psychological

Involves minimal physical or psychological risk resulting from a diverse environment with deadlines, multiple priorities and frequent interruptions