<Secretary to the Director, Guelph Waterloo Centre for Graduate Work in Chemistry and Biochemistry (GWC2)>

Department:	Guelph Waterloo Centre for Graduate Work in Chemistry and Biochemistry (GWC)2	Effective Date:	April, 2011
Grade:	USG 5	Reports to:	GWC2 Director / Department Administrative Assistant

General Accountability

Accountable to the (GWC)2 Director, and reporting to the Department Administrative Assistant (for administrative purposes), the secretary provides support to the joint graduate program at the Guelph Waterloo Centre for Graduate Work in Chemistry and Biochemistry (GWC)2.

Nature and Scope

The Guelph Waterloo Centre for Graduate Work in Chemistry and Biochemistry (GWC)2 is a joint graduate program between the Chemistry Departments at the University of Guelph and the University of Waterloo which is subject to Quality Council appraisal every eight years. (GWC)2 has one full-time employee, a Secretary to the Director. The Secretary to the Director is directly accountable to the Director of (GWC)2 and with regard to administrative matters, reports to the Administrative Assistant of the host institution. The Secretary monitors the overall activities of the program, and must always maintain an appropriate level of confidentiality and trust with all members of (GWC)2. The incumbent is responsible for the co-ordination of the recruitment of graduate students in the Departments of Chemistry at the University of Waterloo and the University of Guelph (approximately 125 applications per year); recruitment and publicity; maintaining student records, arranging PhD comprehensive exams and booking PhD seminars, monitoring and bookkeeping for the (GWC)2 accounts at each institution; maintaining the (GWC)2 web page, updating grad calendars, scheduling courses and submitting courses to Senate for approval, processing course evaluations, maintaining (GWC)2 membership records, arranging meetings and recording minutes, updating the ACS directory, assisting the Director with the Institutional Quality Assurance Process (IQAP), organizing (GWC)2 special events including the AGM, and other associated duties.

This position requires the incumbent to work at either the University of Guelph campus or the University of Waterloo campus on a 3-year rotational basis. The Directorship, and affiliated office, rotates between the University of Waterloo and the University of Guelph every three years.

Statistical Data

Operating Budget ~ $20,000

Number of Faculty (Waterloo + Guelph ) ~64

Students (Waterloo + Guelph) ~ 180

Specific Accountabilities

Recruitment of Prospective Graduate Students (50%)

Co-ordinate the recruitment of graduate students in the Departments of Chemistry at Waterloo and Guelph (125 applicants per year).
Respond in writing to all enquiries, expedite processing of graduate applications for regular Chemistry and collaborative programs through UofW OnBase and UofG application distribution, to prospective supervisors (64 faculty), and Graduate Studies at the appropriate campus.
Maintain up-to-date student files, co-ordinate visits from prospective students. Collect statistics for Graduate Studies and the Institutional Quality Assurance Process (IQAP).
Advertising – prepare posters and pamphlets.
Arrange recruiting tours each Fall for selected faculty.

General Administration (35%)

Collect, compile, type, proof and arrange printing of all Information material for the (GWC)2 Program.
Organize combined activities for both bodies of students and faculty; i.e. Annual General Meeting, Seminars, Poster Sessions and Award Presentations, information nights, 4th Year Socials, annual Pfizer Lecture, visiting speakers and other seminar presentations as required.
Schedule courses being taught each term and liaising with Office of the Registrar on both campuses to ensure courses are available as required for registration; schedule times for use of Link classrooms.
Prepare, distribute and collect course evaluations each term.
Forward course changes/additions to Senate.
Assist with Link classroom bookings for Science faculty.
(GWC)2 membership; request CV and distribute to Co-ordinating Committee to approve.
(GWC)2 website administration including revision and update of web pages.
Draft correspondence for (GWC)2 Director and prepare and maintain fact sheets collating graduate policies and procedures for program.
Prepare agenda, gather statistical data, schedule meeting time and location, and take minutes for Coordinating Committee meetings and AGM.
Assist in updating Graduate Calendars at both campuses.
Assist the Director with completion of the Institutional Quality Assurance Process (IQAP) every eight years.

Monitoring of enrolled Graduate Students (10%)

Maintain up-to-date computerized records. Schedule PhD qualifying exams and PhD seminars, compile exam questions from faculty; arrange timetable and location. Maintain grade records. Collect direct transfer applications and bring forward to the Coordinating Committee for review. Solicit nominations annually for (GWC)2 awards, prepare files for Selection Committee and announce results.

Financial Recordkeeping (5%)

Monitor and maintain records of all transactions in the (GWC)2 departmental budgets. Requisition all supplies, hospitality, expense claims.

Working Conditions

Typical office working environment with considerable computer use, telephone calls and interruptions. Must be willing to commute to either campus. May be required to occasionally attend events outside of regular working hours.