Graduate Studies Officer

Position Title: Graduate Studies Officer
Department: Research Services Group
Position Type:Permanent Full Time
Classification: MPE Band D
Salary Range:$
Posting Date: September 18 2025
Closing Date:September 26 2025

Overview

The Graduate Admissions Officer working as part of an integrated team in the Research Services Group provides superior service to graduate students from the point of application to the point of thesis defense or course completion at StFX. This includes helping students with admissions and scholarships advising supervisory consultation and program selection. It also includes liaising with supervisors on the development on funding packages for research-based students and the organizing of thesis defenses in the Faculties of Arts Education and Science. The Graduate Admissions Officer will also act as a point person for course-based masters programs between the Faculties of Education & Science and StFX Online assisting with activities such as graduate orientations student research day and other duties as assigned. This position requires superlative communication and time management skills. The Graduate Admissions Officer balances the need for timeliness and effectiveness with the pursuit of continuous improvement inclusivity and equity in decision-making. The Graduate Admissions Officer works collaboratively with staff in the Research Services Group and StFX Online as well as the Registrars and Recruitment Offices.

Key Responsibilities

• Lead Target X admissions for research-based students; collaborate with StFX Online and faculties for course-based admissions; use Excel X-Reports and ROMEO to analyze transcripts calculate averages and manage data throughout the admissions cycle.

• Evaluate applications with Graduate Coordinators; assess transcripts and supplemental materials; manage deferrals and re-assessments; ensure timely admissions decisions across multiple intake cycles.

• Partner with Deans Directors and StFX Online to align admissions processes and maintain program competitiveness.

• Coordinate defense logistics manage examiner selection and communication schedule defenses and oversee submission requirements (copyright library deposit embargoes).

• Assist students with program/supervisor changes support international admissions and liaise on the MOU with Memorial University.

• Handle daily communication with students faculty and offices; advise applicants on programs and requirements; manage strategic outreach through email social media and StFX platforms.

• Draft and coordinate admissions/funding letters; assemble funding packages; liaise on NSGS Tri-Council and other scholarships; advise students on eligibility.

• Monitor standards recommend policy/program improvements support new program development liaise with faculty/partners and contribute to accreditation and best practices.

• Support events (e.g. Research Day Orientation) test and improve admissions systems train new staff update manuals and pursue ongoing professional development.

Qualifications

• Bachelors degree in a relevant field (e.g. Education Business Administration Social Sciences or a related discipline).

• Advanced proficiency in data management and analysis including Excel (formulas functions data comparisons) and institutional systems such as Target X X-Reports or ROMEO.

• Strong knowledge of graduate admissions processes (research- and course-based programs) including evaluation of transcripts (domestic and international) and scholarship eligibility.

• Exceptional organizational and time management skills with the ability to coordinate complex admissions and thesis defense processes across multiple faculties.

• Superior communication and interpersonal skills with experience advising students liaising with faculty and delivering clear responsive communications across multiple platforms.

• Experience with policy development process improvement and program competitiveness in higher education settings.

• Proven ability to work collaboratively with diverse stakeholders (faculty students administrators and external partners) while demonstrating inclusivity equity and continuous improvement.

To apply for this opportunity click the Apply Now button and upload your cover letter resume and references.

StFX is located in Mikmaki the ancestral and unceded territory of the Mikmaq People.

Our institution is committed to upholding the values of equity diversity inclusion and accessibility. We encourage applications from members of groups that have been historically disadvantaged and marginalized including Indigenous persons (especially Mikmaq) racialized persons (especially African Nova Scotians) persons with disabilities those who identify as women and/or 2SLGBTQIA and any others who would contribute to the diversity of our community. Please note that all qualified candidates are encouraged to apply; however applications from Canadians and permanent residents will be given priority.

We are also committed to the elimination of barriers to participation for persons with disabilities. Should you require an accommodation during the recruitment process please contact People and Culture at or .

About St. Francis Xavier University

Established in 1853 St. Francis Xavier University (StFX) is consistently recognized as one of the best universities in Canada. StFX exceeds the needs of todays undergraduates through providing the very best academic experience -- outstanding teaching exceptional hands-on research opportunities and global exchanges -- all within Canadas most vibrant and inspiring residential campus. Here the focus is on the academic and the personal development of every student making community and social engagement a large part of the learning experience. Our students are academically strong and highly engaged in every aspect of life determined to make a positive impact on the world.

In 2022 Macleans annual university rankings put StFX #1 in student satisfaction and #2 in reputation across Canada in the primarily undergraduate more visit

About Antigonish Nova Scotia

The beautiful and historic town of Antigonish is located within the northeastern corner of Nova Scotia. Only a 15-minute drive from the ocean and a two-hour drive to major urban centres Antigonish is a family-friendly community with a diverse and growing population and provides access to excellent education at all levels. The town is surrounded by rolling countryside and beautiful beaches and is a hotspot for outdoor recreation sports and other active lifestyle activities. Antigonish supports a vibrant culture in the arts with music performing arts visual arts and crafts and fabulous festivals happening throughout the year.

For more information visit .

Required Experience:

Unclear Seniority