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Administrative Co-ordinator - Graduate Studies

Date: March 1, 2015
Reports to (Job Title): Department Administrator/Administrative Manager
Jobs Reporting (Job Titles): None
Department: Applied Mathematics, Combinatorics and Optimization, Pure Mathematics


Main Campus


35 hr/wk

Primary Purpose

The incumbent is responsible for the administration of the departmental graduate studies office.  The incumbent receives functional direction from the Associate Chair – Graduate Studies and performs a wide range of activities supporting all aspects of the graduate program, including, but not limited to, information and financial management, scholarship coordination and graduate student liaison.

Key Accountabilities:


Department/graduate student advising

  • Advises graduate students on behalf of, and in conjunction with, the Associate Chair of Graduate Studies, particularly incoming students and prospective applicants, in an attempt to guide them through program choices, as well as through personal issues which need to be skillfully interpreted and filtered through University resources as required
  • Interprets and provides an in-depth understanding of graduate policies and procedures as they relate to immigration, scholarship, and university and departmental policies pertaining to graduate studies and consults on procedural changes where necessary to better suit the needs of the department
  • Advises and acts as resource on all matters discussed by the graduate committee ensuring that pending items are researched carefully and addressed according to policy
  • Ensures that graduate students adhere to deadlines, issues including, but not limited to, requests for extensions, course changes, thesis submissions, calendar changes, and convocation requirements
  • Monitors student grades, keeping the Associate Chair, Graduate Studies informed of issues as necessary


Graduate teaching/research assistantship, scholarship and awards

  • Manages all administrative aspects of the teaching assistant and graduate research studentship assignments in the department
  • Monitors the funds available for graduate student support and each term’s assignments for consistency with departmental policies
  • Processes salary payments for TA’s, RA’s and GRS’s and ensures accuracy in conjunction with the Department Administrator/Administrative Manager
  • Provides input to support the decision process of student nominations for department, faculty and university graduate scholarships and awards
  • Prepares the necessary documents, monitoring the funds available and ensuring that awards/scholarships have been paid out correctly, in conjunction with the Department Administrator/Administrative Manager
  • Prepares financial letters for promissory notes for each graduate student each term


Graduate program maintenance, including but not limited to the following:

  • Ensures graduate program information is up-to-date in the university calendar and on the website in conjunction with the Departmental Web Administrator and assists the University Graduate Office with updates as required
  • Assists with graduate milestone completion (e.g. comprehensive exams, thesis defenses, etc.)
  • Ensures that the graduate committee duly processes graduate study applications for admission
  • Assists the Undergraduate Co-ordinator with graduate course information for scheduling purposes


Graduate scholarship applications

  • Publicizes pertinent information and deadlines for NSERC Postgraduate Scholarships, Internal Scholarship processes and Ontario Graduate Scholarships to both graduate and undergraduate students
  • Collects official documents from on- and off-campus; organizes submitted applications; ensures that all deadlines are met
  • Prepares various summaries for the Scholarship Committee ranking meetings


Administrative/secretarial support, including but not limited to the following:

  • Administers graduate program applications: ensures applications are complete, calculates admission averages, circulates applications to Graduate Committee, enters details of admission including financial offer, completes acceptances/rejections for review by the Associate Chair – Graduate Studies
  • Assists with graduate student space allocation and computer needs, in co-ordination with the Department Administrator/Administrative Manager
  • Arranges Graduate Studies Committee meetings, circulating agendas, taking minutes as required, participating and following through on any required actions and maintaining records of decisions reached
  • Co-ordinates thesis examination procedures if required, meeting strict detail and deadline requirements; including communication with external examiners, GSO, and chair for the oral examination
  • Provides administrative support and file retention for the Associate Chair of Graduate Studies on graduate-related matters
  • Organizes and takes part in graduate-orientation activities and sessions each term
  • Supports students in acclimatizing to the department and UW environment

Position Requirements


 High School DiplomaEducation or training related to communication and communication strategies an asset.


Extensive secretarial experience in an academic environment.  Thorough knowledge of graduate policies and procedures preferred. A willingness to learn new software as required.


MS Word Excel PowerPoint Other
Proficient Proficient powerpoint Quest – Proficient
OnBase - Proficient

Nature and Scope

Interpersonal Skills:

Position requires communication with a primary external group to obtain, clarify and discuss information, and to communicate graduate program acceptance:

Position requires communication with external contacts to obtain, clarify and discuss information while serving as representative of UW:

Level of Responsibility:

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

Decision-Making Authority:

Make decisions (in consultation with the Associate Chair of Graduate Studies or the Department Administrator/Administrative Manager) on non-academic matters related to graduate studies.  Some examples include:

Physical and Sensory Demands:

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

Working Environment:

Travel: None
Working Hours:  Regular working hours.
Risks – physical and psychological:  Minimal risks.  May experience exposure to somewhat disagreeable situations typical of a position that deals with a variety of students and faculty members