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Graduate Academic Administrator

Date: April, 2016
Reports to (Job Title): Manager, Graduate Studies
Jobs Reporting (Job Titles): None
Department: Electrical & Computer Engineering


Main Campus


21 hrs/wk

Primary Purpose

The Graduate Academic Administrator (Administrator) coordinates the admissions process for two Master of Engineering (MEng) programs to ensure compliance with Department, Faculty of Engineering and University requirements and conditions of admission. S/he ensures that MEng admission objectives and deadlines are satisfied to meet targeted deliverables.  The Administrator works closely with the Director – MEng Electric Power Program and Program Coordinator - MEng Program on application evaluation. In addition, the Administrator supports graduate admissions activities for the research based programs to ensure the enrolment management goals of the department are met.


The Administrator is responsible for coordinating all aspects of the graduate scholarship application process from application through to the selection of eligible recipients. S/he administers multiple government, university, and private sponsor financial scholarships that promote financial accessibility and student retention. In addition, the Administrator acts as a liaison for International Visiting Graduate Students.   

Key Accountabilities:

1.  MEng Graduate Studies Admissions and Counselling;



2.  Scholarship Administration




3.  International Visiting Graduate Students (IVGS)



4.  Other Duties

Position Requirements


2 year college diploma or equivalent education and experience.


Three years related administrative experience, preferably in an academic environment.


MS Word Excel PowerPoint Other
Intermediate Intermediate Basic

FileMaker-Pro or databases: Proficient

OnBase: Intermediate

Outlook: Intermediate

Quest: Intermediate

Sharepoint: Intermediate


Nature and Scope

Interpersonal Skills:

Internally, this position provides effective liaison between ECE and other academic departments, Associate Chair Graduate Studies, and scholarships applicants. 
Externally, this position communicates with applicants or IVGS students to verify personal data and academic history. S/he has contact with other institutions, Hydro One, and other external funding sources. The incumbent deals with angry and upset individuals as a result of negative admission decisions; must be empathetic while at the same time upholding the decision.

Level of Responsibility:

The incumbent evaluates a high volume of applications under minimal supervision. The position requires regular exercise of independent action within defined policy parameters. S/he must be aware of alternate solutions for the applicant (i.e. upgrading, appropriate course of action to realize career goals, etc.) and must be able to articulate those solutions.

Decision-Making Authority:

S/he is expected to apply knowledge and use judgment to make decisions based on existing policies and procedures. Ensures equity in the evaluation of all applicants by applying understanding of admissions policies. Extraordinary issues are referred to the Associate Chair or Manager with recommendations for solution or action.  

Physical and Sensory Demands:

Minimal physical demands typical of an administrative position operating within an office environment. Must possess mental fortitude and patience in cross-cultural and inter-personal relations with a large international clientele.

Working Environment:

This role involves minimal psychological risk resulting from exposure to some disagreeable situations or conversations, or the requirement to enforce policy. There are deadline pressures and work priorities may change regularly as the volume of work varies with frequent interruptions and multiple demands from multiple clients. There may be ambiguity of situations and shortcomings in data, and some internal clients may be demanding, may request breaking policy, and some situations may require escalation. Thoroughness, accuracy, and attention to detail in a high-volume, multitasking environment is essential.  

Regular working hours with full-time hours required during peak scholarship periods (mid-January to end February, and October).