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Summary:

Under the direction of the immediate supervisor, the Administrative Student Affairs Coordinator provides administrative and secretarial support for student and departmental operations, ensuring the smooth functioning of the unit. The role supports students from admission through graduation and serves as a resource on policies and procedures, acting as a liaison between students, faculty, and administrative units.

Responsibilities include coordinating activities related to graduate admissions, registration, program progression, and degree completion; maintaining student records and unit documentation; and advising students on their files. The incumbent will also supports administrative operations through tasks such as purchasing, processing transactions, maintaining accounts, and assisting with basic financial tracking, as well as reviewing and editing documents for accuracy.
 

Primary Responsibilities:

• Provides front-line support and guidance to students on admissions, registration, academic policies, and graduate studies procedures.
• Coordinates graduate admissions, recruitment, orientation, internships, placements, and student communications.
• Monitors student progress, academic milestones, thesis processes, comprehensive examinations, and degree completion requirements.
• Administers course and program registration, enrolment, academic records, grading processes, and graduation audits.
• Supports the administration of scholarships, fellowships, awards, and student funding programs.
• Acts as a liaison between students, faculty, university offices, and external institutions, ensuring compliance with academic policies and procedures.
• Coordinates hiring and administrative processes for course lecturers, teaching assistants, graders, and guest lecturers.
• Provides departmental administrative and financial support, including procurement, expense management, travel coordination, accounts payable, and facilities requests.
• Organizes departmental meetings, events, and committee activities; prepares reports, correspondence, records, and other administrative documentation.
   

Qualifications Skills and Abilities

• Demonstrated proficiency in university administrative systems, including Slate, Banner, Minerva, MyProgress, MyThesis, SIS, Workday, SharePoint, and Microsoft Office Suite.
• Experience with university financial and budget systems, including Banner FIS, Minerva, and MMP.
• Demonstrated knowledge of university policies, procedures, collective agreements, and hiring processes for Teaching Assistants, Graders, Research Assistants and Associates, and Course Lecturers.
• Strong knowledge of graduate admissions processes, including application review, credential evaluation, degree assessment, and verification of academic eligibility and program requirements.
• Experience supporting graduate student administration, including recruitment, orientation, advising, registration, academic records management, milestone tracking, and student lifecycle processes.
• Experience administering course registration, enrolment, permit approvals, internship and practicum tracking, grading processes, transcript verification, deferred exams, and graduation audits, while liaising with key university stakeholders.
• Familiarity with scholarships, awards, fellowships, and student funding programs, including federal, provincial, university, faculty, and departmental funding sources.
• Exceptional organizational, analytical, and time-management skills, with the ability to manage competing priorities and meet strict deadlines.
• Strong attention to detail, proofreading and editing skills, and the ability to maintain accurate records and handle confidential information with discretion.
• Excellent communication and interpersonal skills, with demonstrated professionalism and the ability to effectively support students, faculty, researchers, and administrators.
• Proven ability to work independently and collaboratively in a team environment (as this role will liaise with GPS, ED, and SSAO).
• Demonstrated ability to coordinate meetings, prepare agendas, and record accurate meeting minutes.