Science Graduate Coordinator (00547.2)

Working closely with the department Chairs Masters Program Coordinators and other academic leaders the Science Graduate Coordinator provides a wide range of advanced administrative academic logistical and analytical support to undergraduate and graduate students in the Faculty of Science. This position contributes to academic policy evaluation program modality enhancements and student retention initiatives.

MAJOR DUTIES & RESPONSIBILITIES

1. Leads administrative planning functions of the Masters Program Coordinator; prepares materials schedules meetings tracks action items manages scholarship portfolios and ensures academic documentation is up to date.
2. Accountable for the efficient operation of the portfolio in collaboration with faculty department Chairs Masters Program Coordinators students and other internal and external stakeholders.
3. Coordinates processes around all aspects of thesis defenses including scheduling communicating with external examiners and liaising with TRUs Office of Research and Graduate Studies.
4. Advises current and potential graduate students on academic pathways program requirements admission and graduation processes.
5. Supports administrative activity of the Masters Program Committee.
6. Tracks and monitors graduate student academic progress and attainment of milestone completion preparing detailed reports on student retention graduation timelines and course effectiveness to ensure compliance with provincial standards.
7. Develops and implements administrative procedures to support the continuous improvement of academic operations and student services.
8. Populates and maintains changes to faculty workload in the FWCP enters course information into the DCU as required by the department Chairs and updates Banner with non-instructional course releases ensuring reconciliation between all three systems.
9. First point of contact for assessing and screening student transcripts for program eligibility and approver of transcript and prerequisite overrides; notifies the department Chair or Masters Program Coordinator of any deficiencies associated with promotion and graduation.
10. Coordinates recreational/cultural/international field school activities for programs including liaising with external suppliers arranging transportation and ensures activities and events are carried out following risk management protocols.
11. Organizes and delivers academic events including faculty-led seminars guest speaker seminar series and research symposia; manages speaker travel records seminar events and publishes content to Moodle and faculty websites.
12. Analyzes academic data to identify trends in student success; provides reports and recommendations to department Chairs for planning and curriculum improvement.
13. Assists faculty in new course development program modifications program review requirements and new modality options; supports alternative graduation paths and academic policy implementation.
14. Provides expert policy interpretation and guidance to faculty on TRU systems such as HSPnet Argos DCU DegreeWorks CurricUNET FCWP Banner and Deltek.
15. Prepares PSAs/ESAs/purchase requisitions following TRU procurement policy.
16. Manages any website updates and maintains Moodle page of the portfolio.
17. Establishes and maintains external partnerships with researchers and government agencies to attract subject matter experts for seminar series speakers or to enhance experiential learning opportunities.

REPORTS TO
Manager of Operations Faculty of Science

EDUCATION:

• Four-year (4) Bachelors degree in a related discipline

EXPERIENCE:

• Three years related experience working in a post-secondary or research setting including Science-focused environments or initiatives
• Experience designing administrative workflows and procedures to support academic programming

SKILLS KNOWLEDGE OR ABILITIES RELATED TO THE JOB

• Proven competency in Advanced Word and Excel; proficient in the creation and use of spreadsheets templates and website related information
• Demonstrated ability to design and implement new procedures related to student services
• Advanced level skills in word processing and data entry
• Knowledge of databases (i.e. HSPnet Argos DCU DegreeWorks Curricinet FWCP Deltek and Banner)
• Advanced interpersonal skills with the ability to communicate effectively both verbally and in writing
• Ability to deal courteously and tactfully with students staff and members of the general public
• Ability to handle situations that require diplomacy and confidentiality such as student files and records
• Ability to prioritize and coordinate workload
• Ability to learn a variety of new software to process track and run reports
• Ability to work independently and professionally
• Ability to work collaboratively as a solution-oriented member of the FoS team

WORKING CONDITIONS

• General office conditions
• Sitting at a desk and computer for long periods of time
• Comfort working fluidly in a variety of settings and interpersonal situations across a campus environment
• Ability to lift items (up to 10 kg)