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.
Location - This role is hybrid with a mix of remote and in-person at North Campus, Edmonton.
Position Summary
Provides administrative support for graduate programs at the Faculty or Department level, serving as the first point of contact for incoming, current, and prospective graduate students. Coordinates graduate program services, including course scheduling, awards and scholarship administration, and related student support processes. Supports the work of graduate student–related committees and contributes to the effective delivery of graduate academic programs.
Provides dedicated administrative and coordination support for the Dual Degree undergraduate program in partnership with Chinese universities, including communication between institutions, program logistics, and support for students enrolled in the dual degree pathway. This includes liaising with students and partner institutions in Mandarin, as required.
In all facets of this role, this position endeavors to integrate and advance the University’s commitments to equity, diversity, and inclusion. This position understands, fulfills, and promotes the health, safety, and environmental responsibilities identified in university policy.
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.
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Coordinate and administer graduate student admissions, registration, program progression, examinations, thesis defences, and convocation processes in accordance with University and Graduate and Postdoctoral Studies (GPS) policies.
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Provide academic and administrative advising to graduate students regarding program requirements, policies, procedures, registration, and progression, while referring complex matters as appropriate.
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Serve as the primary liaison between the Department, Graduate and Postdoctoral Studies (GPS), students, and faculty to ensure effective communication and compliance with institutional regulations.
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Support graduate committees by coordinating meetings, preparing materials, maintaining records, and facilitating decision-making processes related to student progress, awards, and program administration.
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Monitor student academic progress and ensure completion of key milestones, including supervisory committee requirements, examinations, and program completion requirements.
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Coordinate graduate student funding administration, including scholarships, awards, teaching and research assistantships, payroll processing, and financial tracking.
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Collect, analyze, and report program data and statistics to support enrolment planning, program reviews, accreditation activities, budget planning, and continuous improvement initiatives.
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Coordinate graduate student programming and services, including orientation, professional development activities, ethics training, and student support initiatives that contribute to student success.
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Support the administration and coordination of the Department's Dual Degree programs with partner universities in China, including student advising, program logistics, academic progression tracking, and communication with partner institutions.
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Develop and maintain collaborative relationships with students, faculty, staff, and international partners, providing high-quality service in both English and Mandarin while supporting evolving program needs and priorities.
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Post-secondary diploma in business administration, office administration, education, or a related field, supplemented by a minimum of three years of experience in student services, academic administration, program coordination, or a related post-secondary environment; an equivalent combination of education and experience will be considered.
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Bilingual proficiency in English and Mandarin (spoken and written) is required.
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Demonstrated experience providing student advising, administrative support, and customer service in a complex and fast-paced environment.
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Excellent verbal and written communication skills, with the ability to effectively engage with diverse student populations, faculty, staff, and international partners.
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Strong organizational, time management, and problem-solving skills, with exceptional attention to detail and the ability to manage multiple priorities and deadlines.
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Proven ability to exercise sound judgment, maintain confidentiality, and work independently while contributing effectively within a team environment.
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Strong commitment to service excellence, inclusivity, and building positive working relationships with a diverse range of stakeholders.
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Proficiency with Microsoft Office Suite and Google Workspace; experience with student information systems and enterprise administrative systems is considered an asset.
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Experience interpreting and applying policies, procedures, and regulations within a post-secondary environment is an asset.
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Knowledge of graduate program administration, academic policies, student records management, and/or international partnership programs is considered an asset."
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).
This position offers a comprehensive benefits package.
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.
