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Masters Program Coordinator/Advisor

Date: January, 2014
Reports to (Job Title): Manager, Graduate Studies
Jobs Reporting (Job Titles): None
Location: main Campus


35 hr/wk

Primary Purpose

The Masters Program Coordinator/Advisor is responsible for the administration of all Electrical and Computer Engineering masters research programs, including specializations in nanotechnology and quantum information. The Coordinator has a high level of responsibility for a wide range of activities supporting all aspects of the graduate program to meet the heavy demands related to the department’s academic, teaching and research programs. The incumbent must be knowledgeable in graduate policies and procedures to assist graduate students throughout their graduate program from admission through to degree completion and ensure compliance with all academic regulations. The Coordinator manages all aspects of graduate research studentship funding for graduate students.


The Masters Program Coordinator/Advisor is a key component of the quality of student experience in ECE.  The Coordinator enhances new student transition for a diverse group of international students and must have an appreciation for the diverse backgrounds and experiences of the department’s student body.  This position provides ongoing support and guidance to graduate students and problem solves daily.

Key Accountabilities:

1.  Academic Advising and Student Support


2.  Graduate Program Administration



3.  Graduate Research Studentship Administration



4.  Graduate Scholarship and Awards


5.  Other

Position Requirements


2 year college diploma or equivalent education and experience.


Several years related experience in an academic environment.


MS Word Excel PowerPoint Other
Intermediate Intermediate Basic

FileMaker-Pro: Proficient

Grad Student Financial Aid System: Proficient

OnBase: Intermediate

Outlook: Intermediate

Quest: Intermediate

Sharepoint: Intermediate


Nature and Scope

Interpersonal Skills:

Internally, Associate Dean of Engineering Office, Associate Chair Graduate Programs, Engineering Graduate Office, University Graduate Studies Office, Human Resources/Payroll. 
Externally, this position will have significant contacts with external examiners and prospective students.

This position must maintain a high level of professionalism and knowledge to handle the volume and complexity of inquiries and to provide effective liaison between ECE and other academic departments, internal and external, as well as government and professional agencies.

Level of Responsibility:

The incumbent is expected to perform the duties of the position within established policies and procedures and according to an established calendar of events, under minimal supervision. The job requires the regular exercise of independent action within defined policy parameters. Incorrect actions may have adverse financial or academic consequences and may damage the career of students. Incorrect actions may also lead to appeals, which would adversely affect the reputation of the department, Faculty or University.

Decision-Making Authority:

S/he is expected to use judgment to make decisions based on existing policies and procedures. Extraordinary issues are referred to the Associate Chair or Manager with recommendations for solution or action. Errors in decision or information could impede the academic progress of a student and cause adverse relations with students, faculty and staff. 

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.