Term: 13 Months
The Graduate Studies Supervisor is responsible for providing administrative, financial, operational support to the Associate Dean, Graduate Studies. This position provides operational leadership to the Graduate Studies Coordinator and departmental graduate coordinators. This role also includes the administrative and financial coordination of graduate scholarships, awards, and oversees admission activities on behalf of the Faculty of Mathematics.
Provide administrative and operational support to the Associate Dean, Graduate Studies. Such support may include, but is not limited to:
Analyzes internal graduate operations and works with stakeholders (ADG, departments, GSPA, etc.) to recommend and implement procedural changes to improve processes related to graduate students to meet Faculty of Mathematics goals and objectives, while remaining consistent with university and Graduate Studies & Postdoctoral Affairs (GSPA) processes
Provides administrative leadership and continuity as academic leadership changes within the MGO
Provides support to Associate Dean, Graduate Studies (ADG) in addressing cases involving academic and non-academic discipline (Policy 71), student appeals (Policy 72), and student petitions (Policy 70)
Attends GSPA/Faculty Administrators and Graduate Operations meetings with/or on behalf of the Associate Dean, Graduate Studies, and the Faculty of Mathematics
Works collaboratively with the Graduate Recruitment and Engagement Officer to support strategic enrolment and engagement initiatives
Develops reports suitable for presentation by the Associate Dean and provides information to support decision-making
Responsible for providing administrative coordination for graduate program reviews and new graduate programs
Financial coordination for scholarships, awards, and departmental expenditures, including:
Responsible for overseeing the scholarship process at the Faculty level, including providing guidance to academic units and the ADG, to ensure the optimal and appropriate usage of all graduate awards, endowments and trusts awarded within Mathematics, and processing award nominations
Process scholarship and award decisions and sign off on behalf of Associate Dean, Graduate Studies, and retain records associated with scholarships and awards throughout the Faculty, ensuring receipt by the GSPA for further processing and disbursement of funds to Graduate students
Maintains Faculty-wide annual budgets for University-level and Faculty-level scholarships, awards, endowments and trusts of >$1 million, while maintaining clear, official records and expenditures
Provide administrative and operational leadership to the Graduate Studies Coordinator, and to all departmental graduate coordinators/officers within the Faculty of Mathematics, including:
Oversees the day-to-day work of the coordinator role; trains, coaches, evaluates, monitors workload and provides direction and problem-solving support
Act as a resource within the Faculty to all graduate coordinators for interpretation and policy adherence guidelines and procedures, and act as a liaison between the GSPA and departmental staff for the communication of decisions, regulations deadlines, policies and procedures updates from GSPA and to share feedback on GSPA initiatives on behalf of departmental staff
Works collaboratively with departments/School to provide support for the training and coaching of new graduate coordinators
Coordinate with other Faculty graduate offices across campus to streamline operations and to solicit best practices
Oversees the creation and maintenance of webpages and SharePoint site associated with Graduate Studies
Develops and maintains at the end of each term process notes, handbooks, etc. for graduate processes to be shared across the Faculty
Responsible for the MGO meeting administration, including: preparing content, chairing meetings (if applicable), and taking meeting minutes
Coordinate critical back up coverage and training for the Graduate Studies Coordinator and departmental graduate coordinators to ensure cross training for heavy demand periods and absences
Assists with the planning, organization, and execution the Mathematics Faculty Graduate Orientation at the beginning of fall term for incoming graduate students
Provides a range of services in the support of graduate students’ admission, progression, and graduation, including:
Oversees the admission process for graduate students for the Faculty of Mathematics, including: admitting successful candidates on behalf of the Associate Dean, Graduate Studies, and ensuring that all admission criteria have been met by the unit graduate officers/graduate coordinators
Reviewing and assessing applications for admissions to graduate programs to ensure accuracy and consistency
Serving as a liaison between the units and the GSPA for time limit extensions and communicating with graduate students at or beyond the time limit set by the University for completion of graduate requirements
Completion of an undergraduate degree is required, or an equivalent combination of education and experience may be considered
5+ years of administrative experience in an academic environment with familiarity of graduate studies
2+ years of supervisory experience preferred. Leadership training/diploma would be an asset
Familiarity with the processes associated with admissions to graduate programs at Waterloo preferred
Demonstrated experience working with students, faculty, and staff and the ability to handle sensitive and confidential information with discretion
Experience building relationships with a variety of stakeholders and balancing conflicting demands and priorities
Experience with financial management, data collection, and analysis of awards, scholarships, and expenditures is an asset
Excellent organization and problem solving skills, and the demonstrated ability to use good judgement
Proven ability to work independently with minimal direction in a busy and varied environment with competing deadlines, changing priorities, and large volumes of work
Proven ability to succeed in a detail-oriented environment with a high level of initiative and flexibility
Ability to solicit, analyze, and combine data from a variety of sources
Excellent verbal and written communication skills with the proven ability to be accurate, concise, and professional
Experience maintaining and updating webpages
Intermediate skill level with Microsoft Word, PowerPoint, and Excel
Intermediate skill level using OnBase, Quest, CIS, LEARN, Unit4 including entering and reviewing data, and generating reports/queries
Intermediate skill level with SharePoint site management, including creating and managing site content and permissions
Travel: Occasional travel may be required
Working Hours: Regular working hours with occasional evening and weekend work required
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