Graduate Program Secretary

Job title:

Graduate Program Secretary

Company

Impact Staffing

Job description

We are currently looking for a Graduate Program Secretary for the University of Windsor. This position will go until approximately March 7th 2025.Must have previous Administrative and Secretarial experience, 3-5 years preferred. Key Job Functions 1. Graduate Program Administration· Provide administrative assistance to the Graduate Chair and Graduate Committee and is the main point of contact for graduate students· Coordinate graduate committee meetings including scheduling and minute taking· Event Organization – Assists in organizing and promoting student recruitment events, orientation, seminars, and events which may include preparing presentations, presenting to students, reserving space, catering, travel arrangements for guests, promotional materials, and prizes· Recruiting – Update Graduate Handbook, website, and other promotional information; maintain a database of applications· Process applications & E-GAS – Receive, review, evaluate, distribute, track/monitor, rank, calculate CGPA, verify English proficiency, identify scholarship eligible candidates· Funding/Scholarship – Prepare RA Scholarship, RA Salary, and casual wage contracts; Be knowledgeable about funding opportunities such as OGS, NESEC and assist students with applications.· Assign/Allocate office space to current students and submit request for access to rooms and buildings· Advise current students of program policies, procedures and requirements· Enrolment and course support – assist with Uwinsite student registrations, course scheduling, blackboard, and e-grade· Assist in the tracking of student’s progress to ensure student achieves milestones according to approved policies by maintaining accurate information in student files and databases· Reports – Generate reports on graduate program (e.g. GA/RA, enrolment statistics)· MSc and PhD defense arrangement – Verifies availability of committee for defense, arrange external examiners travel, preparing forms; Booking rooms; Posting notices; preparing meetings; Ordering/setting-up AV and teleconference phone equipment; Submission of final grade reports 2. GA/TA Administration

• Determine GA/TA needs based on approved criteria/discussion with Heads to create postings in accordance with the collective agreement.

• Reviews the GA/TA applications for completeness and assist in placements while maintaining eligibility, ensuring conformity to the CUPE 4580 GA/TA collective agreement, HR, OHREA and Departmental requirements

• Prepare the GA/TA contracts, (Form 1) Outline of Duties forms, the new employee hiring package (HR), grace forms, mid and final performance evaluations

• Schedules disciplinary meetings as needed and gathers supporting documentation, advises on governing policies, takes minutes, and performs required follow-up

• Monitor and track the completion of the Compulsory Training Requirements

• Maintain a database of GA appointments to ensure Collective Agreement compliance in awarding appointments. 3. Administrative Support

· Typing and compiling questionnaires to former graduate students· Revise, update and maintain operational information including electronic databases and paper records – e.g. Alumni lists, bulletin boards, student files, websites· Facilitate flow of info from department through various departments e.g. Registrars, Faculty of Graduate Studies, Cashiers, Human Resources, OHREA, Accounts Payable and Student Payroll, etc.· Assist in the development of databases, templates and polices that assist with the tracking of students and improving the overall efficiency of the program. Coordinate workshops, conferences, guest speakers, seminars including room and hotel bookings, promotion, catering, promotional materials, prizes, and processing expenses 4. Other Duties· In the absence of other office staff, provide back-up to perform duties as required for the smooth operation of the office· Other special assignments and duties as assigned that align with the purpose of this position Essential Qualifications· Diploma in Office Administration and/or experience in an administrative support position as it relates to the duties of the position· Able to work independently with minimal supervision, take initiative, and problem-solve· Possess good organization skills, including ability to prioritize work, and multi-task· Attention to detail and ability to work within tight deadlines· Excellent written and oral communication and interpersonal skills are required in dealing with a broad range of diverse individuals including Students, Faculty, and Staff in a professional manner including maintain confidentiality· Proficient in the use of Microsoft Office Applications (e.g. Excel, Word), email, internet navigation, Blackboard or course management system· Experience working with on-line database applications (e.g. Uwinsite Student, E-Grade, EGAS )· Familiarity with CGPA calculations· Ability to take meeting minutes· Experience using Drupal and various Social Media· Knowledge of processes and policies relating to post-secondary graduate programs and scholarshipsPreferred Qualifications· Knowledge of University financial and academic policies and processes including Senate Bylaws and GATA collective agreement where applicable (i.e. FIPPA)· Familiarity with University of Windsor Faculty of Graduate Studies and Faculty of Science policies and proceduresIf you have the qualifications and are interested in this position, please email your resume to [email protected]

Expected salary

$24.43 per hour

Location

Windsor, ON

Job date

Tue, 10 Sep 2024 23:38:52 GMT

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