Academic Initiatives Administrative Coordinator – Office of Graduate Studies (01490.1)

The Academic Initiatives Administrative Coordinator Office of Graduate Studies provides pan-institutional coordination of graduate academic administration governance faculty participation awards and student lifecycle management on behalf of the Office of Graduate Studies. The incumbent coordinates defined academic and administrative processes from initiation through completion working independently within established policies procedures systems and governance requirements to monitor approvals milestones and deadlines; verify procedural compliance; maintain authoritative records; provide procedural guidance; and resolve or escalate process issues. The role also provides senior-level administrative support to the Vice-Provost Graduate Studies and is accountable for the day-to-day coordination and operation of the Office of Graduate Studies.

The incumbent works across Graduate Studies Faculties and Schools the Registrars Office Senate Office Student Awards Finance Information Technology and other units exercising initiative sound judgment and discretion with minimal supervision to address confidential and often sensitive matters. Academic judgments and exceptions remain with the appropriate academic or governance authority; the Coordinators role is to ensure that graduate academic processes are consistent timely well-documented data-informed and particular the incumbent coordinates the Graduate Student Lifecycle Management System a cross-institutional responsibility for aligning processes systems data milestones and reporting across the graduate student lifecycle.

Working collaboratively with the Vice-Provost Graduate Studies the office of graduate studies team and other academic leaders the incumbent uses highly developed organizational analytical and communication skills to support the strategic and operational goals of graduate education at TRU.

MAJOR RESPONSIBILITIES

• Provide day-to-day administrative coordination for the Office of Graduate Studies ensuring the office operates in an efficient professional and service-oriented manner.
• Manage the Graduate Studies inbox and service function; serve as the initial point of contact for graduate students faculty staff and external contacts coordinating responses across units and providing procedural guidance; exercise discretion and diplomacy with sensitive or confidential issues and identify and flag emergent issues to the Vice-Provost in a timely manner.
• Manage the Vice-Provosts calendar and correspondence including scheduling and coordinating meetings preparing background materials and anticipating the Vice-Provosts needs.
• Manage the Senate Graduate Studies Committee and related governance processes including submissions approvals records action tracking and implementation acting as recording secretary as required; provide similar coordination for other Graduate Studies committees and task forces.
• Coordinate communications resources calendars and recurring academic requirements for Graduate Program Coordinators across faculties and schools.
• Oversee graduate faculty participation and appointment processes including applications renewals records approvals and expiry monitoring.
• Oversee graduate awards administration including eligibility review adjudication communications deadlines and records liaising with Student Awards and Financial Aid and academic units.
• Manage graduate supervision and supervisory committee administrative processes and records.
• Coordinate the development implementation and ongoing administration of a Graduate Student Lifecycle Software Management System supporting consistent tracking of students from admission and registration through supervision progression completion and graduation in partnership with the Registrars Office IT Services and faculties.
• Support the development implementation and administration of academic initiatives in graduate education including new and revised graduate program proposals curriculum and policy changes and program reviews or quality-assurance processes working closely with faculties Senate and the Office of the Provost.
• Oversee graduate policies procedures forms records and reporting and lead related process-improvement work in collaboration with academic and administrative units across TRU.
• Monitor and track the Office of Graduate Studies operating budget including processing expense claims requisitions and procurement reconciling transactions and preparing budget and financial summaries for the Vice-Provost.
• Research compile and draft reports briefing notes correspondence and presentation materials on graduate studies matters including institutional and provincial or national reporting requirements.
• Maintain the Office of Graduate Studies authoritative records files and databases including keeping content on the Graduate Studies website and SharePoint site accurate and current.
• Support hiring onboarding and personnel administration processes for the Office of Graduate Studies.
• Undertake special projects and assignments delegated by the Vice-Provost bringing them to completion with minimal supervision.
• Perform other related duties as required.

REPORTS TO
Vice-Provost Graduate Studies

REQUIRED KNOWLEDGE/SKILLS/ATTRIBUTES
This position requires a high degree of initiative and meticulous attention to detail. The incumbent must possess a professional attitude maturity diplomacy discretion and confidentiality along with strong organizational and analytical skills.

• A university degree in a relevant discipline with a minimum of 3-5 years of related experience or a post-secondary diploma in a related field with a minimum of 5-10 years of related administrative experience supporting a senior academic leader; experience in graduate studies or academic administration is strongly preferred.
• Sound understanding of university governance policies and procedures including experience supporting or coordinating governance bodies (e.g. Senate or Senate committees).
• Familiarity with graduate studies structures and processes across the student lifecycle (admissions supervision progression milestones such as thesis/dissertation defense and graduation).
• Self-motivated highly organized and resourceful with a demonstrated ability to work independently within established policies and procedures exercising sound judgment while recognizing when a matter requires escalation to academic or governance authority.
• Demonstrated ability to work tactfully and courteously with a diverse range of people from senior academic administrators to graduate students faculty and staff as well as external partners and agencies.
• Excellent written and verbal communication skills with a strong ability to draft clear concise and appropriately toned correspondence reports and briefing materials.
• Demonstrated ability to multi-task and manage competing priorities and deadlines across multiple concurrent processes in a fast-paced environment.
• Excellent time-management organizational and problem-solving skills.
• Demonstrated ability to plan coordinate and bring delegated projects to completion with minimal supervision including cross-unit initiatives involving multiple stakeholders.
• Experience coordinating or implementing administrative information systems or process/records management tools is an asset (e.g. a student lifecycle management system).
• Excellent computer literacy including word processing spreadsheets databases and presentation software; experience with website or SharePoint content management is an asset.
• Experience with budget monitoring financial tracking and procurement processes.
• Ability to maintain confidentiality and exercise discretion in handling sensitive academic and personnel matters.