Employment Group List:
Unifor 2458 Full-Time
Posting Type:
Internal
Job Posting Number:
2024-FT-16
Closing Date:
30/07/2024 - 4:00pm
PRIMARY RESPONSIBILITY:
The Graduate Secretary provides administrative and secretarial support to the Department Head and Graduate Coordinator in the area of graduate studies (e.g. PhD, MSW and joint MSW/JD programs).
SUMMARY OF DUTIES:
1. Provide administrative assistance to the Chair of Graduate Studies by setting appointments with departmental graduate counsellor.
2. Assist in the preparation of departmental examinations including setting-up make-up exams, securing proctors, rooms and posting of notices.
3. Process thesis and dissertation proposals, process meeting and defense notices, arranges for AV equipment and ensures all required paperwork is in order to meet graduate requirements.
4. Updates graduate brochures, handbooks and promotional materials and maintain departmental graduate webpage and social media sites, as required
5. Assists with hiring GA/TAs, including posting positions, distributing offers, administering the budget, and preparing letters.
6. Update and maintain a database of field education forms including, and maintain the database of field agencies, agency personnel, and students
7. Assist Secretary to the Head as required. Serve as Secretary to Head in his/her absence and may be required to assist in the absence of one of the other two secretaries within the department.
8. Administers the budget for the area of Graduate Studies within the School of Social Work in conjunction with the Graduate Chair and monitors budget allocations, expenditures and records of expenses;
9. Other duties as assigned.
ESSENTIAL QUALIFICATIONS:
The successful candidate will have:
• Diploma in Office Administration or administrative experience as it relates to the duties of the position
• Experience with the University Financial Information System and Student information system or compatible systems
• Proficiency in the use of Microsoft Word, Excel, power point, webpage editing, and databases
• Knowledge of Graduate programs and scholarships; GA/TA ships and their Collective Agreement
• Knowledge of Program Development Committee (PDC) forms and process as it relates to the position
• Knowledge of Ontario Universities Application Centre (OUAC) as it relates to the position
• Knowledge of Ontario University Registrar’s Association (OURA) as it relates to the position.
PREFERRED QUALIFICATIONS:
• Knowledge of University e-grade system
• Knowledge of and experience with Senate By-Laws
• Familiarity with University and Faculty of Arts, Humanities and Social Sciences policies and procedures; Senate Bylaws; FIPPA and Faculty of Graduate Studies regulations.
THE FOLLOWING TESTS WILL BE ADMINISTERED:
MS Word (Basic Level), MS Excel (Basic Level); Typing 40 NWPM
COMPETENCIES:
• Excellent organizational and problem-solving skills
• Excellent oral and written communication skills
• Experience with diversity and issues arising from cultural differences
• Confidentiality and discretion
• Ability to exercise sound judgment and work independently
• Ability to pay close attention to detail, and ensure accuracy
• Excellent collaboration skills working in a team environment
Rate of Pay:
As per Schedule 'A' - Unifor 2458 FT Collective Agreement