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Graduate Studies Records Specialist - Course Programs

Date: October, 2012
Reports to (Job Title): Manager, Graduate Studies
Jobs Reporting (Job Titles): None
Location: Main Campus


35 hr/wk

Primary Purpose

The Graduate Studies Records Specialist is responsible for the administration and coordination of all regular and professional Master of Engineering (MEng) programs, including the Electrical Power Engineering online program, diploma, and certificates. This position is accountable to the Manager Graduate Studies, Associate Chair for Graduate Studies, and Program Coordinators for ensuring the smooth operation of the graduate programs within established policies and procedures, and according to the established calendar of events.  The Specialist is the primary contact for the admissions and records activities of these programs.  


Key Accountabilities:

1.Academic Advising and Student Support






2.Graduate Program Administration




3.Graduate Admissions





4.Publications and Recruitment Activities





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

Quest: Intermediate

OnBase Intermediate

Desire2Learn: Basic
FileMaker-Pro: Proficient
Outlook: Intermediate
Exchange Calendar: Intermediate


Nature and Scope

Interpersonal Skills:

Internally, Associate Chair Graduate Programs, Master of Engineering Program Coordinator, Director of the Master of Engineering Electric Power program, Engineering Graduate Office, University Graduate Studies Office, Human Resources, Watcard Office, Co-operative Education, UW Catering, Safety Office, University Information Systems and Technology (IST) Office.  Externally, this position will have significant contacts with prospective students, Hydro One, other external funding sources.

Level of Responsibility:

Works independently and only unusual cases are referred to the Program Directors or Associate Chair Graduate Studies.

Decision-Making Authority:

The job requires the regular exercise of independent action within defined policy parameters.

Physical and Sensory Demands:

Minimal 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 an international clientele.

Working Environment:

Minimal exposure to disagreeable conditions. Travel to recruitment events may also be required. There are deadline pressures, while at the same time there is a demand for thoroughness and accuracy.