Graduate Advisor and Program Coordinator

at  University of Waterloo

Overview:
The Graduate Advisor and Program Coordinator, in cooperation with the Graduate Program Manager, will provide service to graduate students to enhance their overall experience in the Kinesiology and Health Sciences Department and at the University of Waterloo. This position reports to the Graduate Program Manager and is also accountable to the Associate Chair-Graduate Studies (AC Grad). The incumbent will coordinate program activities and will provide front line contact and communication to Kinesiology and Health Sciences graduate students delivering critical graduate program support. The Graduate Advisor and Program Coordinator facilitates the smooth and efficient operation and coordination of the graduate program, in a manner consistent with the department’s goals and objectives.
Responsibilities:

Graduate Program Coordination

• Work with the Program Manager to facilitate the coordination and delivery of all aspects of the Kinesiology and Health Sciences (KHS) Graduate program
• Assist in compiling a wide range of graduate program and statistical information for senior department administrators and relevant committees
• With the Graduate Manager, prepare reports to Faculty Graduate Studies for all program/plan/course additions/deletions and changes, including rationales responsible for the structure and content of the departmental graduate student database
• Coordinate and support KHS Masters Course Work practicum placements including tasks such as partner agreements, seeking practicum partners, advertising, and end of term symposium
• In conjunction with the Program Manager, coordinate administrative details for graduate thesis proposals, defences, and comprehensive exams, ensuring supervisors and students are aware of requirements and procedures
• Coordinate communication between the Faculty of Health marketing and Department and Faculty social media teams
• Responsible for tracking and disseminating information and communications to graduate students on all graduate matters including program changes, upcoming events, meetings, activities, and job opportunities
• Participate in the scheduling process for graduate course offerings
• Assist with the maintenance of graduate student information files
• Assist with the application and award process for Tri-council programs and other Research Awards
• Respond to a wide range of enquiries from current UW students, alumni, and campus colleagues
• Coordination of space assignments, including key and FOB access for graduate students to office and research spaces
• Active member of the KHS Graduate Program Committee. Act as a consultant and resource for this committee, and the department at large, with the goal of optimizing the effective delivery of the KHS Graduate programs and facilitating the implementation of new programs and processes that are compliant with UW policies and procedures. Ensure notes and meeting minutes are maintained
• Other duties as assigned by the Administrative Officer and the AC Grad as required to support the activities of the graduate program and/or the Kinesiology and Health Sciences Department

Graduate Student Advising

• Serve as a resource for advice to incoming and continuing students on policies, procedures, milestones, deadlines, theses regulations and other program matters
• Independently provide skillful, confidential advising to all KHS Graduate students for matters regarding individual course and program selection/requirements, within the context of their education and future goals, utilizing both virtual and in-person individual appointments and written communications. Ensure sensitivity to the needs of a wide client base including undergraduates, international students, mature students, and students registered with the Accessibility Office
• Conduct degree “check lists” for all students nearing graduation. Advise students on degree requirements, course and calendar changes and strategy for completion of requirements
• Potential “first contact” advising students in crisis. Immediate action may be required to connect students with university resources and/or to provide practical assistance. In collaboration with the Graduate Program Manager, direction is provided for those students in a confidential manner
• Advise students on financial matters regarding funding and scholarship applications and refer, when required, to Graduate Program Manager

Recruitment, Communication, and Engagement

• Coordinate the planning and presentation of various events for prospective and current graduate students such as orientation and graduate recruiting in cooperation with the Faculty of Health Graduate Studies Marketing and Recruitment Specialist
• Coordinate and deliver information sessions for prospective students to disseminate graduate program details. Participate in graduate recruitment activities as a representative of the Department of Kinesiology and Health Sciences. Participate in special event planning and delivery to enhance the curriculum and academic and professional goals of the student body. Coordinate with the Kinesiology Graduate Student Association (KGSA) to provide support as necessary for their programs and activities that support graduate student life in KHS
• Manage the Kinesiology Students LEARN page, Kinesiology Graduate TEAMs/Sharepoint site, and Kinesiology Graduate webpages
• Facilitate regular communication with the graduate student body to ensure students are informed of the goals, objectives, activities and other relevant information regarding the Kinesiology and Health Sciences graduate program. Ensure attention is paid to the diverse needs of all KHS graduate programs
• Develop and maintain digital content for promotional materials and social media
• Responsible for reviewing content of KHS graduate student website
• Participate in and assist with the planning of Department wide events as required

Qualifications:

• University degree or equivalent education, preferably in Kinesiology or a health-related field Experience
• Demonstrated administrative experience in an academic department. Graduate student program coordination is an asset
• Demonstrated experience mentoring students for success
• Experience in dealing with conflict resolution and the ability to proactively anticipate potential challenges and take the initiative to rectify situations
• Experience managing multiple projects and deadlines with changing priorities
• Experience with a wide variety of electronic communication platforms including social media
• Experience and discretion required to work with sensitive and confidential information Knowledge/Skills/Abilities
• Excellent knowledge of the University of Waterloo and its policies and procedures as they relate to this position
• Ability to work both independently and collaboratively, developing and maintaining effective working relationships
• Excellent interpersonal skills to present as a friendly, professional advocate for the department and its activities
• Proven aptitude for attention to detail and accuracy
• Proven listening, oral and written communication skills to foster good working relationships with a variety of clients including students, staff, and faculty
• Proven ability to communicate with graduate students, including distressed and academically struggling students and the ability to deal with confidential information
• Excellent organizational, analytical, and problem-solving skills and ability to independently manage multiple priorities in a high-pressure environment with changing deadlines and large volumes
• Working knowledge of Microsoft Office suite
• Experience using UW specific programs such as LEARN, Quest, WCMS and SharePoint a definite asset

Equity Statement:
The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is co-ordinated within the Office of Indigenous Relations.
The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.
Positions are open to qualified candidates who are legally entitled to work in Canada.
The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935

Please refer the Job description for details