This position is a part of the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

Location - Work primarily takes place at North Campus Edmonton and this role is hybrid with a mix of remote and in-person.

Working for the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

Position Summary

Reporting to the Computing Science Academic Department Manager, the Graduate Administrator works closely with the Associate Chair (Graduate Program), Admissions Chair, and relevant faculty members to provide program counseling and advice to current and prospective graduate students.

Duties

• Serves as primary contact and information source, and provides advice and assistance to prospective/current graduate students, the Chair, Associate Chair (Graduate Program), faculty members and staff on all aspects of the graduate programs.
• Serves as liaison with the Faculty of Graduate Studies & Research (FGSR), the Faculty of Science/Associate Dean (Graduate Studies) and department personnel with respect to recruitment of graduate students and to ensure adherence to University policies and procedures
• Responds to graduate program related queries from current and potential students
• Sends Letters of Admission to incoming graduates students as well as continuing graduate students
• Organizes annual orientation for graduate students
• Manages issues related to graduate students, their supervision and their programs, and must be able to react and/or respond to continually changing priorities as they arise
• Maintains and updates both paper files and electronic databases (ie. GradDB) for all documentation related to admissions and currently registered graduate students
• Counsels and advises students with regard to maintaining registration, withdrawing from program, leaves of absence, program extensions and best course of action
• Coordinates candidacy and final defence exam processes, ensuring that students, supervisors and external examiners are aware of all policies and procedures
• Acquires and distributes information on Graduate Scholarships and Awards, and assembles applications on behalf of students for entrance and other scholarships from FGSR
• Attends monthly meetings of the Graduate Program Administrators Committee
• Designs and develops administrative forms and composes correspondence, drafts letters and memos often handling highly confidential information
• Assists with editing of graduate program manual, brochures, website, policies and procedures in conjunction with Associate Chair or other relevant faculty member
• Schedules computing science graduate level courses on Campus Solutions
• Provides backup support to the MSc MINT and Multimedia program, including registration and scheduling new courses
• Supports the human resource policies and practices that are consistent with the GSA collective agreement and advising staff, faculty and students accordingly
• Acts as payroll contact for graduate students
• Initiates graduate student appointments via APS, using appropriate pay rates and ensuring payroll deadlines are met
• Reconciles monthly graduate students TA payroll
• Maintains records of graduate students' completion of professional development requirements and other new graduate requirements as mandated by FGSR
• Performs other duties as required

Qualifications

• Minimum undergraduate degree required; equivalent combinations of education and experience will be considered
• 4-5 years office experience in an academic setting including 2 years in a Human Resources and/or Graduate Program environment preferred
• Strong computer proficiency using MS Office (Word, Excel, PowerPoint), Google (Gmail, Docs, Spreadsheets, Forms and Calendar) and PeopleSoft applications
• Proficiency with GSMS, graduate student services and admissions
• Strong work ethics and commitment to quality work.
• Keen attention to detail with exceptional organizational and problem-solving skills including the ability to identify, investigate, analyze, and resolve issues
• Demonstrated ability to balance time and workload management with strict policies, procedures, and confidentiality
• Excellent communication (verbal and written) and interpersonal skills with experience on coaching/advising students from a diversity of backgrounds
• Ability to exercise sound judgement and work effectively with minimal supervision

How to Apply