12715 - Graduate and Admissions Coordinator

Department
Applied Mathematics
Employment Type
Temporary
Time Type
Full-Time
Hiring Range
$53,149 - $66,436
Job Category
Academic Services
Job Location : Location
CA-ON-Waterloo

Term: 1 Year

The Graduate & Admissions Coordinator administers academic services and advises graduate students in the Centre for Computational Mathematics in Industry & Commerce (CCMIC) (50%) and the Department of Applied Mathematics (AM) (50%) graduate programs. The Graduate & Admissions Coordinator is responsible for providing effective support to the Director of CCMIC and the Associate Chair, Graduate Studies, and occasional administrative support to the AM Chair.

Manages application admissions for the department’s MA and PhD programs (both CCMIC and AM), including the following:

• Advises prospective graduate students on admission requirements, application procedures, alternative programs or preparation required to meet eligibility requirements
• Evaluates MA and PhD applications by reviewing transcripts and educational institutions, calculating admission averages, reviewing reference letters, confirming English language proficiency certification, and confirming GRE scores, if applicable
• Determines qualified applicants from foreign universities by applying expertise on educational systems that differ according to country and institution
• Communicates with applicants and referees regarding problems with their application
• Prepares the recommendation for admission and offer letter for the CM Director, CM and AM Associate Chairs, Associate Dean and GSPA Associate Director’s approval

Advises Computational Mathematics (CM) graduate students, in consultation with the Director, CCMIC, as appropriate:

• Provides procedural advice to students regarding program requirements, including course selection, milestone requirements, program status and changes, enrolment issues, co-operative education, cross-registration, exam regulations, academic deadlines, petitions for extensions and research presentations
• Assists with academic appeals; advise students on processes for student appeals or petitions
• Refer students to on-campus resources as appropriate
• Issue letters to students verifying funding information for immigration, visa applications and social insurance numbers
• Coordinates work term report submissions, grading, monitoring and awards
• Maintains department records and database of current students and graduates, including confidential correspondence
• Conducts final review of student transcripts to ensure all requirements have been met for program milestones for completion, confirms final update for graduation on Quest

Manages the CM graduate program budget, including the following:

• Works in partnership with the Director to develop budget priorities
• Manages graduate student funding for CCMIC; prepares Teaching Assistant (TA) and scholarship budgets based on the number of new and continuing students; prepares the payroll submission for all students employed as TAs
• Prepares scholarship nominations using the Faculty funding formula
• Assigns and coordinates departmental and tri-council Research Assistants (RA) in consultation with the Director
• Prepares and issues funding statements to all department graduate students for tuition payment
• Tracks funds in the graduate entertainment budget

Assists with CM graduate student engagement:

• Develops and assists in delivering the department’s annual graduate student orientation program
• Maintains active communication with students using a range of communication modalities
• Develops and implements department graduate program marketing plans, in consultation with the Director, the Associate Chair, Mathematics Graduate Office, Graduate Studies and Postdoctoral Affairs, and Creative Services as appropriate
• Prepares text for and maintains the CCMIC website
• Participates in planning various student-focused departmental events
• Organizes CM seminars and research colloquia, schedules and books rooms, prepares advertisement posters using mailman lists, books and sets up audio-visual equipment and orders refreshments when required
• Prepares travel claims and reimbursement request for all AM/CM graduate students and AM/CM Faculty members in compliance with University Policy and Tri-Agency Granting requirements
• Assigns office space for graduate students

Serves as the department calendar representative for the CM graduate program, in consultation with the Director and Graduate Officer:

• Compiles course and program changes for submission to the Graduate Calendar
• Prepares submissions for the Graduate Affairs Group

Provides administrative support to the CM Director, AM Chair, CM and AM Graduate Officer(s), and AM faculty, including the following:

• Advises CM Director and Graduate Officer(s) of any problems in the graduate program and recommends improvements
• Prepares the agenda for weekly meetings with the CM Director and Graduate Officer
• Prepares data and statistical reports as required for the CM Director and Graduate Officer, drawing on departmental, Faculty and institutional data; participates in departmental self-studies
• Coordinates periodic internal and external CM graduate program reviews, including Ontario Council on Graduate Studies (OCGS) reviews, in co-operation with the CM Director and Graduate Officer
• Assists with the development of the CM gradate course schedule each term, and reviews the final schedule for accuracy and meeting department needs
• Maintains department records of current CM students and graduates
• Provides guidance as required on CM graduate and department policies and procedures
• Prepares travel claims and reimbursement requests for all AM and CM graduate students, in compliance with University Policy and Tri-Agency Granting requirements

• Undergraduate degree or equivalent combination of education and experience
• 3+ year of administrative experience, preferably in an academic environment
• Well-developed organizational, analytical, interpersonal, customer service and communication skills (oral and written)
• Demonstrated commitment to confidentiality
• Proven attention to detail, and accuracy while multi-tasking are essential
• Proven capacity to manage a high volume of work is required
• Demonstrated ability to ask probing questions, anticipate student needs, and apply sound judgment
• Proven ability to work independently with minimal supervision in a fast-paced, deadline-oriented, multi-tasking environment
• Thorough knowledge of university policies and procedures, particularly as related to graduate studies and scholarship requirements, would be considered a strong asset
• Intermediate skill level using Microsoft Word, Excel and PowerPoint,
• Other technical skills: Quest, OnBase, Concur, Infosilem, SharePoint, Outlook, WCMS, LEARN, would be considered a strong asset

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is co-ordinated within the Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.