| Date: |
December 1, 2013 |
| Reports to (Job Title): |
Graduate Studies Coordinator |
| Jobs Reporting (Job Titles): |
None |
| Location: |
Main Campus |
| Grade: |
USG 5
35 hr/wk
|
Primary Purpose
The Administrative Assistant manages graduate payroll activities, assigns teaching assistantships, and oversees the program requirements and convocation procedures for Master’s students in accordance with established policies and procedures. The incumbent facilitates communication with graduate students, faculty members and administrative staff in the School and also acts as backup for the Graduate Studies Coordinator, providing leadership to other staff in the School’s Graduate Office when required.
Key Accountabilities:
1. Payroll Activities:
- Advise faculty supervisors on payroll methods and deadlines.
- Determine RA payments and confirm amount and payment type with grantees
- Generate RA and TA payroll using the Human Resources (HRMS) payroll system and SharePoint
- Obtain compliance approval for payroll authorizations
- Maintain payroll records and input payroll data into the office database
- Identify and follow up on late payments or problem accounts, and resolve payroll issues for students and faculty
- Prepare term fee arrangement letters for current students.
2. TA Assignments:
- Determine term TA commitments in accordance with eligibility criteria
- Work with the Instructional Support Group (ISG) to update the on-line term TA preference form
- Consult with faculty supervisors about special requests and TA buyouts
- Collaborate with the ISG representative to assign TAs according to course and budget requirements
- Monitor the internal TA preference system and post the TA assignments
- Address any issues resulting from changes in course enrolment, instructor requests, and TA shortages
- Process Graduate Experience Awards and TA evaluations; assist with annual TA Awards
- Reconcile the TA budget in consultation with the Graduate Studies Coordinator; maintain statistical information for budget reporting
3. Program Administration:
- Provide background research and support for the Director of Graduate Studies and the Graduate Studies Coordinator
- Oversee master’s convocation procedures and order bound theses
- Collect and process paperwork for program extensions
- Assist with scheduling of Graduate Committee meetings, preparation of agendas and minute taking
- Assist with the processing of the annual scholarship competitions (NSERC, CIHR, OGS)
4. Student Advising:
- Advise master’s students regarding program requirements and degree completion procedures
- Refer students’ academic concerns to the faculty supervisor or graduate advisor
- Provide information about administrative procedures, deadlines, fee arrangements and registration
- Review and recommend for approval master’s degree completion paperwork and convocation transcript
5. Communication and Special Events:
- Maintain and edit content in the School’s graduate studies web pages, with publishing privileges
- Generate statistics and data for various statistical reports and surveys
- Provide letters required by students for government agencies, universities, employers and financial institutions
- Respond knowledgeably to numerous email and phone inquiries
- Plan and organize the School’s annual BBQ; arrange catering and coordinate event activities
- Assist with annual scholarship workshop and consultations; participate in special projects as required
Position Requirements
Education:
Bachelor’s Degree in arts and administration or equivalent experience.
Experience:
Excellent interpersonal and communication skills (oral and written). Demonstrated attention to detail, problem solving and analytical skills. Proven potential for leadership and mentoring of others. Proactive and independent, must be able to participate as part of a team in a complex and dynamic environment.
Technical:
| MS Word |
Excel |
PowerPoint |
Other |
| Intermediate |
Intermediate |
Intermediate |
Intermediate knowledge of database applications. Content Editor for web content management system. |
Nature and Scope
Interpersonal Skills:
Internally, communicates or consults with the following to clarify and discuss information, and resolve problems:
- Graduate Studies Coordinator
- Director of Graduate Studies
- Mathematics Graduate Office
- Graduate Studies Office
- Graduate supervisors and advisors
- Human Resources (Payroll)
- Instructional Support Group
- Graduate instructors and course coordinators
- Computer Science Computing Facility
- Internal catering services
- Media Doc
Externally, communicates occasionally with the following to deal with, negotiate and obtain action:
- External catering services
Level of Responsibility:
The job has specialized and routine work with minimal supervision and provides guidance to others, with occasional supervision of other staff in the graduate office.
Decision-Making Authority:
- Makes decisions about TA assignments, resolves TA problems, keeping within budget restrictions.
- Resolves payroll problems and advises students regarding these.
- Makes decisions about details of annual event (time, location, etc.) subject to overall plans and budget.
Physical and Sensory Demands:
- Minimal demands typical of an administrative position within an office environmen
Working Environment:
Travel: None
Working Hours: Regular working hours, some evening work required.
Risks - physical and psychological:
Physical and Psychological risks:
No significant risks
