Date:	February 1, 2016
Reports to (Job Title):	Administrative Officer
Jobs Reporting (Job Titles):	None
Department:	Statistics and Actuarial Science
Location:	Main Campus
Grade:	USG 6 35 hr/wk

Primary Purpose

Reporting to the Administrative Officer, the Graduate Program Administrator is responsible for the administration of the assigned graduate program(s). The incumbent receives functional direction from the Associate Chair –

Graduate Studies or the Program Director(s), and performs a wide range of activities including, but not limited to administrative support, graduate student liaison and support, internal and external communications management & business development.

Key Accountabilities:

1.	Graduate Academic Support: • Must be knowledgeable in graduate policies and procedures. • Provides administrative services, background research and support for program decision-makers. • Provide ongoing support to graduate students, fielding general inquiries; provide guidance, trouble-shoot and problem-solve as required. • Ensure that graduate students are aware of deadlines and issues relating to requests for extensions, course changes, internships, thesis submissions, calendar changes, convocation requirements, etc. • Interpret and implement scholarship, university and department policies pertaining to graduate studies. • Handle outside inquiries about the program(s); email/mail out necessary documents. • Organize graduate student events, which may include but not limited to: colloquium talks, graduate orientation sessions, guest lectures, employers sessions and graduation celebrations. • Provide graduate program information to assist in the preparation of the preliminary departmental budget.
2.	Recruitment and information services: • First point of inquiry for prospective graduate students. Advising perspective students of deadlines, procedures and • Organize information sessions for graduate student recruitment. Write copy for advertising in print and on internet. • Respond on a daily basis to inquiries from prospective students through email and telephone. • Prepare files for Admissions Committee, assist in preparing short list, coordinating entrance exams (both written and web-based) and interviews of short-listed applicants. • Advises graduate students regarding course registrations, internship and academic issues.
3.	Support for student employment internships and business development • Provide information to employers about employment process • Coordinates interviews and oversee placements, working with Career Services • Maintain database of employer contacts • Coordinate career workshops • Develop and update recruiting and marketing materials for industry and prospective students • Attend employer events as required
4.	Graduate program maintenance • Ensure program information is up-to-date in the university calendar and on the website. • Assist with graduate milestone completion (e.g. comprehensive exams, thesis defenses, etc.). • Collect graduate course information from faculty members and publicize it; • Assist in course scheduling
5.	Administrative/secretarial support including, but not limited to, the following: • Organize Advisory board Meetings and External Examiners meetings; attend meetings; take minutes. • Provide administrative and secretarial support to the Associate Chair for Graduate Studies, and/or Program Director(s) in the administration of the assigned graduate program(s) • Maintain program records and documentation as required.

Position Requirements

Education:

Bachelor’s degree preferred, High school with equivalent work experience accepted

Experience:

• Extensive secretarial experience in an academic environment.
• Knowledge of graduate policies and procedures preferred.
• Proven aptitude for detail and accuracy and ability to manage multiple demands
• Demonstrated ability to adapt to an evolving and changing environment and interact effectively with students, faculty and staff.

Technical:

MS Word	Excel	PowerPoint	Other
Proficient	Proficient	powerpoint	Outlook Exchange: Proficient Filemaker Pro (or equivalent database package): Proficient Quest: Proficient Knowledge of OnBase and LaTeX or willingness to learn.

Nature and Scope

Interpersonal Skills:

Position requires communication with internal contacts to obtain, clarify and discuss information, and to receive instructions. Contact groups and individuals include, but are not limited to:
• Associate Chair for Graduate Studies
• Program Director(s)
• All faculty, staff members and graduate students in the Department
• Other University departments/school staff
• Mathematics Graduate Office
• Graduate Studies Office
• Finance
• Human Resources Office
• Co-operative Education and Career Action
• Student Awards & Financial Aid Office
• International Student Office
• MFCF, IST
Position requires communication with a primary external group to obtain, clarify and discuss information, and to communicate graduate program acceptance:
• Prospective graduate students
• Prospective employers
• Alumni

Level of Responsibility:

The job has defined specialized and routine tasks; the incumbent receives specific guidance.

Decision-Making Authority:

Minimal decision-making authority. Some examples of decision-making include:
• Decide on task priorities given multiple deadlines and demands.
• Make decisions about referring students to the appropriate resources (e.g. counseling, academic advisor

Physical and Sensory Demands:

Minimal demands typical of an administrative position within an office environment

Working Environment:

Travel: Occasional travel required.
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