This competition is open to all applicants however; internal candidates and applicants who were former employees of the University of Alberta will be given priority consideration before external candidates. Please log in to verify your internal candidate status.
This position has a term length of 12 months from the start date.
Location - This role is in-person at North Campus, Edmonton.
Position Summary
The Department of Chemistry at the University of Alberta is renowned internationally for its excellence in teaching and research. The Department’s infrastructure is among the best in Canada, offering a full range of service laboratories and technical shops to support teaching and research activities. The Department consists of 32 faculty, 35 staff, and over 220 graduate students, as well as postdoctoral fellows and research associates that support the Department's scholarly achievements and commitment to excellence in teaching, research and service to the community.
Reporting to the Academic Department Manager, this position provides a full range of administrative services in relation to the Department of Chemistry's graduate program, starting from a student's initial application for admission through to the completion of their program.
The Faculty of Science is internationally recognized for excellence in research and education. Through pioneering discovery and innovation, the faculty addresses global challenges across disciplines such as biology, chemistry, computing science, physics, mathematics, and earth sciences. Its work positions the university at the forefront of technological, environmental, and scientific advancement.
GRA/GTA Payments and Scholarships/Assistance
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Coordinates scholarship and award applications
- Ensures students are aware of award opportunities and guidelines and encourages students to apply
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Coordinates graduate teaching assistantships, including instructor requests, assignments, training and evaluation
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Prepares letters of appointment, time use guidelines, or other contractual forms as needed for research and teaching assistantships
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Prepares spreadsheets of payments to students from various sources of funds, especially different types of scholarships and assistantships
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Informs students of how and how much they will be paid during the academic year
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Uses financial reports to reconcile student payroll distribution, program operating expenses, students' travel expenses, etc.
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Supports the human resource policies and practices that are consistent with the GSA collective agreement and advising staff, faculty and students accordingly
Program Support & Coordination
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Responds to students' queries/concerns about their program, program supervision, course registration, etc.
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When necessary, redirects questions to pertinent sources for appropriate action
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Keeps the academic lead for graduate studies in the area apprised of issues which may affect the progress or success of students in the graduate programs
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Coordinates annual orientation and welcome events for incoming students
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Verifies that required courses, ethics, teaching and other program requirements for students are met prior to examinations being held
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Acts as a resource person to faculty and students on matters of eligibility criteria for establishing examining committees
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Coordinates scheduling of examinations with faculty committees and students for candidacy and final oral examinations
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Verifies that external examiner nominations meet FGPS criteria to prevent delay in examiners being invited
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Ensures that external examiners receive the thesis by specified deadline and that their reports are received in time for exams
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Coordinates all procedures for comprehensive, candidacy and thesis final examinations, ensuring that students, staff and external examiners are aware of all policies, procedures and deadlines
Minimum Qualifications
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Diploma in a relevant field (Administration) or equivalent
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At least 3 years of relevant experience in comparable administrative positions in the Advanced Education field relating to Graduate Studies
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Working knowledge of Google and Microsoft suites
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Working knowledge and experience of University of Alberta applications, including Campus Solutions and Slate
Preferred Qualifications
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Highly refined interpersonal skills such that service is delivered to a diverse client group with affirmation and respect
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Strong organizational and time management skills with superior accuracy and attention to detail
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Ability to build harmonious working relationships with clients, co-workers, and to interact with the public
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Demonstrate ability to take initiative and perform duties independently
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Excellent spelling, grammar, editing, and proofreading skills
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Ability to meet deadlines and prioritize work effectively
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Thorough knowledge of the University of Alberta's policies and procedures, as well as relevant collective agreements as it relates to graduate programs"
Application Instructions
Click "Apply Now" to submit your cover letter and resume.
This position is subject to all applicable terms and conditions of the collective agreement between the Governors of the University of Alberta and the Non-Academic Staff Association (NASA).
The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all FirstPeoples of Canada, whose presence continues to enrich our vibrant community.
The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.
Your work will have a meaningful influence on a fascinating cross-section of people - from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.
At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.
We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.
All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms—physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of belonging and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.
The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. We welcome applications from all qualified persons. We encourage women, First Nations, Métis and Inuit persons, members of visible minority groups, persons with disabilities, persons of any sexual orientation or gender identity and expression, and all those who may contribute to the further diversification of ideas and the University to apply.
L’Université de l’Alberta s’engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes de toute orientation sexuelle ou identité et expression de genre; et toutes les personnes qui peuvent contribuer à la diversification des idées et à l'université à postuler.
