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Job description

Candidates will receive an email confirmation when submitting their application online. However, only candidates selected for interviews will be contacted. Please allow one (1) working day from the time you send in your application to receive an email confirmation.



Posted on: June 4, 2021
Deadline: June 17, 2021
Grade: 9
Campus: SGW


Repost. This posting represents a maternity leave replacement effective until April 15, 2022.


Reporting to the Department Administrator, and functionally to the Graduate Program Director (GPD), the incumbent is responsible for guiding students from registration to graduation; the incumbent coordinates, develops, implements and processes all matters relating to graduate programs.

Primary responsibilities

  • Support recruitment and retention activities by providing information and assistance regarding graduate programs to students and faculty; support, coordinate and process all matters relating to interdisciplinary, interdepartmental and interfaculty graduate programs.
  • Monitor students from admission to graduation; assess students’ profiles for academic standing; prepare progress reports; ascertain that students have met all criteria for graduation.
  • Prepare and create documents, forms, correspondence and reports pertaining to graduate programs; maintain graduate student files and database; maintain departmental graduate web-page up-to-date.
  • Participate and assist in the planning, development and preparation of tools and strategies to ensure the academic success of graduate students.
  • Interview graduate students with primarily academic issues on a one-on-one basis and assist them in identifying and overcoming roadblocks to academic success; identify and escalate complex cases to GPD; provide continuous support and monitoring of students in low academic standing; take proactive measure to help improve academic performance and increase graduation rates.
  • Process and troubleshoot graduate student bursaries and research assistantship contracts, process student requests including transfers, deferrals, withdrawals and time limit extensions.
  • Provide information to international graduate students on policies and procedures.
  • Coordinate, organize and schedule thesis path: comprehensive examinations, thesis proposals, thesis defenses, final thesis submissions, grade report submissions.
  • Register students in all graduate programs; ensure that program requirements are met; inform students on course selection, program requirements and academic procedures.
  • Member of the Curriculum Committee; assist with the preparation of curriculum documentation for the University Calendars; member of the Graduate Studies Committee; set agenda, organize meetings, take and distribute minutes, initiate agenda items and follow up to ensure implementation; support the Graduate Awards Committee; follow up and ensure timely submissions of graduate awards nominations.
  • Liaise with School of Graduate Studies, Student Affairs, Registrar’s Office, International Students Office and others on behalf of graduate students.
  • Organize departmental orientation and information sessions for graduate students. Assist in organizing departmental graduate students’ events.
  • Work closely with GPD to establish and improve program guidelines and procedures. Keep GPD aware of potential problems; perform other duties as required.


  • Diploma of Collegial Studies (two-year DEC) and four to seven years of related work experience, including front-line service.
  • Good knowledge (level 4) of spoken and written English to communicate effectively and to provide detailed information and instructions; basic knowledge (level 3) of spoken French to respond to general inquiries.
  • Good knowledge (Intermediate Level) of Word (to create and update documents) and advanced knowledge of Excel (to create and update spreadsheets).
  • Advanced knowledge of faculty curriculum, policies and procedures; knowledge of registration processes is a definite asset.
  • Ability to work in a service-oriented environment as both a team member and independently.
  • Proven ability to work effectively with students, staff, faculty and general public.
  • Capable of working under pressure in a high volume area; ability to meet strict deadlines and to work under pressure; keen attention to detail.
  • Excellent organizational, interpersonal and communications skills; ability to multitask.
  • Ability to deal sensitively with individuals and sensitivity to international students’ concerns.
  • Ability to take and transcribe minutes.


$30.39 – $36.55 per hour



Interested applicants must submit a curriculum vitae with a covering letter by June 17, 2021. Please click on the How to Apply button below for further instructions.

IMPORTANT: The language and computer skills of short-listed candidates will be tested.

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