Graduate Program Coordinator, Administrative Support Group

Primary Purpose: To plan, coordinate, and oversee the delivery of comprehensive graduate program administrative services across multiple departments within the College of Arts and Science. The position exercises independent judgment, applies specialized knowledge of graduate policies and procedures, and ensures the effective, accurate, and timely administration of complex graduate program processes in a high-volume, multi-unit environments. Nature of Work: Reporting to the Assistant Manager, ASG Graduate Programs, and as a member of the Administrative Support Group (ASG), this position provides comprehensive administrative support for graduate programs across multiple departments within the College of Arts and Science and oversees all related processes. The role operates with minimal direction, independently determining priorities and workflows to manage competing deadlines, peak workload periods, and complex, non-routine issues. Responsibilities include managing varied and complex graduate program processes and exercising independent judgement and decision-making within established policies and procedures, requiring a broad understanding of graduate program administration. The role routinely involves policy interpretation, judgment, and problem-solving, with decisions made in adherence to University, College of Arts and Science, and College of Graduate and Postdoctoral Studies policies and procedures. The position collaborates closely with graduate chairs, department heads, faculty, students, staff, and other University stakeholders. Typical Duties or Accountabilities: This position liaises between departments, programs, and the ASG, and routinely shares work as appropriate with members of that group. This position coordinates and advises on all aspects of the assigned graduate programs as follows: Admissions Recruitment Plans, coordinates, and monitors a high volume of graduate applications and inquiries across multiple departments, independently determining workflows and resolving non-routine issues to meet timelines and deadlines. Processes and verifies application materials, including transcript evaluation, to ensure accuracy, completeness, and compliance with program admission requirements and CGPS requirements. Prepares and organizes application files for graduate committee review, ensuring materials are complete, consistent, and ready for academic evaluation. Academic Program Administration Oversees the administration of graduate student programs across multiple departments by monitoring, tracking, and administering students’ academic progress, ensuring degree requirements and College of Graduate and Postdoctoral Studies (CGPS) policies are met. Administers graduate student programs of study, advisory committee memberships, progress reporting, examinations, leaves, extensions, and time‑in‑program requirements, while maintaining accurate student records/lists to support reporting, compliance, and decision‑making. Plans and administers Master’s and PhD defenses by coordinating stakeholders, schedules, and documentation and resolves procedural or timing issues to ensure adherence to CGPS policies and a smooth defense experience. Conducts graduate program completion checks for thesis, course‑based, and project‑based students, verifying that degree and CGPS requirements have been satisfied prior to program completion. Performs convocation eligibility checks ensuring completion requirements are met and resolving discrepancies in advance of submission deadlines. Student Support and Advising Proactively communicates with graduate students, graduate chairs and supervisors when issues arise; monitors student progress to identify risks to program completion; and exercises independent judgment to resolve discrepancies, providing clear guidance to students, graduate chairs, supervisors, and CGPS on requirements, timelines, and procedural options to support academic continuity and timely completion. Coordinates and supports departmentally organized graduate student orientations and events, ensuring administrative requirements and information is communicated accurately and consistently. Faculty, Supervisor and Stakeholder Coordination Serves as the primary liaison between academic departments and graduate programs and the ASG, building and sustaining strong working relationships with graduate chairs and department heads, and independently adjusting priorities to ensure consistent, effective, and responsive graduate program administration across units. Policy, Compliance, and Governance Acts as an expert resource by interpreting and applying University, College of Arts and Science, and College of Graduate and Postdoctoral Studies policies and procedures; stays current on policy updates; and provides guidance to graduate chairs, faculty, and students on complex, non-routine matters, recommending appropriate administrative actions. Manages graduate student registration checks and override processing (e.g., late registrations), exercising judgment to ensure compliance with registration requirements. Service Delivery, and Continuous Improvement Plans and adjusts graduate administrative service delivery models to accommodate workload fluctuations, process changes, and emerging priorities across multiple departments. Ensures consistency in graduate program administration across assigned departments by applying standardized practices while accommodating department‑specific requirements. Information and Resources Coordination Ensures departmental graduate program web content is accurate and current, reflecting policy changes and updated requirements. Coordinates graduate student office space and key access with departments and relevant university units, ensuring timely access and accurate tracking. Training, Mentorship, and Team Support Contributes to the development, review, and maintenance of ASG Graduate Programs standard operating procedures (SOPs) by identifying opportunities to improve and standardize administrative processes and supporting the implementation of revised procedures to enhance efficiency, accuracy, training, and service consistency. Mentors and trains new ASG Graduate Programs staff, providing guidance on graduate program policies, procedures, systems, and standard practices to support consistent service delivery. Performs other related duties as assigned by the Assistant Manager, ASG Graduate Programs, consistent with the scope of the position. Education: Completion of Grade 12 and completion of a recognized administrative or office administration program through a recognized business college. An equivalent combination of education, training, and progressively responsible administrative experience may be considered. Demonstrated knowledge, and understanding of administrative practices within a university environment is an asset. Experience: A minimum of five years of progressively responsible administrative experience in a university setting is required, preferably in graduate program or academic administration. Experience applying and interpreting University, College of Arts and Science, and College of Graduate and Postdoctoral Studies (CGPS) policies and procedures is an asset. Skills: Completion of Grade 12 and completion of a recognized administrative or office administration program through a recognized business college. An equivalent combination of education, training, and progressively responsible administrative experience may be considered. Demonstrated knowledge, and understanding of administrative practices within a university environment is an asset. Inquiries regarding this position can be directed to Megan Fortosky at [email protected] .