Research Graduate Programs Coordinator

This is a temporary, one-year Research Graduate Programs Coordinator position in the School of Public Health Sciences. Key responsibilities include coordinating academic advising, admissions, and student experience for research graduate programs. Requirements include a university degree, administrative experience in post-secondary academia, and strong communication and computer skills, with experience in graduate program coordination being an asset.

• The Research Graduate Programs Coordinator (RGPC) provides service to enhance the effective and efficient delivery for the research graduate programs student experience at the School of Public Health Sciences (SPHS).
• The incumbent reports to the Research Graduate Programs Manager (RGPM) and works closely with the Associate Director-Research Graduate Programs (AD-RGP), as well as liaising with the program faculty, Faculty of Health Dean’s office, Graduate Studies and Post-doctoral Affairs (GSPA) office, the Centre for Extended Learning, and the UW library.
• Provide administrative support to the RGPM, AD-RGP and Administrative Officer
• Coordinate with the RGPM to ensure the smooth day-to-day, term-to-term, and year-to-year operation of the SPHS research graduate degree programs within established policies and procedures and according to the established calendar of events
• Responsible for tracking and disseminating information to graduate students on all graduate matters including program information and requirements, events, and professional opportunities
• Provide administrative support as an active member to the RGPM, the AD-RGP, the Research Graduate Programs Executive Committee, the Research Graduate Programs Admissions Committee, the SPHS School Council meetings and other committees/meetings as assigned, to facilitate the coordination and delivery of all aspects of the graduate research programs.
• Utilize available resources and information to create projections, timelines, prepare statistical reports and analysis of short and long-term goals to assist the Associate Director and Research Graduate Programs Manager to make program related decisions
• Coordinate the collection of GRA and GRS information on a term-by-term basis from faculty members
• Manage and process student forms to facilitate change of enrolment status approvals and course add/drop requests
• Manage and coordinate fob permit activations and records for SPHS
• Provide confidential advising to students of their individual course and program/plan selection within the context of their educational goals during the academic cycle (guidelines, course requirements, milestones, etc.) in accordance with University policies and procedures.
• Contact for students in crisis. Provides immediate direction to students in a sensitive and confidential manner (academic concerns or personal matters). Connects students with appropriate campus resources and support (Ex. Counselling Services, Accessibility Services, UW Campus Police, Here 24/7, Good2Talk, etc.)
• .Manage enrolment permissions, course overrides and Ontario (Canadian) Visiting Graduate Student (OVGS, CUGTA) applications and requests
• Coordinate the application and admission procedures of 150+ applications, communicating with applicants to verify personal data, academic history, transcripts, and other application documents.
• Manage the admissions spreadsheet to ensure proper function of complex excel formulae to monitor applicants through the admissions process and track offers and acceptances
• Analyze admission statistics and trends to provide the Research Graduate Programs Manager and Research Graduate Programs Admission Committee with information and data to inform current and future admission procedures, develop admissions timelines to track the admission process and create course enrollment projections
• Assist in the planning and delivery of various events for prospective and current graduate students such Teaching Assistant (TA) workshops, orientation, and graduate recruiting in cooperation with the Faculty of Health
• Assist in the planning and delivery of information sessions for prospective students to disseminate graduate program details.
• Coordinate and deliver information sessions for prospective students to disseminate graduate program details in collaboration with the RGPM, AD-PGP and the Dean’s Graduate Recruitment and Marketing Specialist. Participate in graduate recruitment activities as a representative of SPHS
• Assist the SPHS Graduate Student Association (GSA) to provide support as necessary for their programs and activities that support graduate student life in SPHS

• Employees with staff supervision and/or management responsibilities will ensure that assigned staff abide by the above, and actively identify, assess and correct health and safety hazards, as required.
• Maintain all graduate student records and progress reports to facilitate the generation of data required by the AD-RGP to examine student progression and plan for advancement
• Create, maintain, and monitor term progress reports using Qualtrics and Quest to facilitate the generation of information required by the Research Graduate Programs Manager and the Associate Director, Research Programs and to monitor student advancement
• Assist in the coordination of MSc thesis proposals and defenses and PhD comprehensive examinations and proposals, processing required documents, assisting with room bookings and audio-visual equipment
• Prepares all sessional, adjunct, and cross-appointment paperwork and distribute for review and approvals of all required parties
• Assists with reviewing academic progression of students, including annual progress reports, in the research graduate programs and their intent to graduate. Work closely with the Graduate Studies Records team to implement the course progression changes required
• Advise students on scholarship opportunities, procedures for applications, guidelines, deadlines, providing updates and disseminate information to students with respect to their eligibility
• Respond to inquiries from potential and existing graduate students. This includes advising undergraduate students interested in graduate studies, and all domestic and international applicants. Special attention is required for International and Permanent
• Evaluate applicants' qualifications and autonomously makes inadmissibility determination
• Knowledge of MSc and PhD programs in the School of Public Health Sciences and familiarity with all policies and procedures related to the graduate programs, especially as they relate to admissions and academic matters, is required
• Excellent organizational skills and the ability to prioritize, handle multiple assignments and deadlines is required
• Attention to detail and accuracy and the ability to process and manage confidential information with discretion are required