Graduate Advisor, Web Content, and Event Coordinator

at  Carleton University

QUALIFICATIONS:

The incumbent must possess the following qualifications:

• The incumbent is an important advisor to several Directors/Chair(s), students, faculty, admissions and governance committees, other Graduate Administrators on Campus, and the general public, and must have a thorough knowledge of the University structure, regulations, procedures, and precedents.
• The diverse nature of work, and the size and intricacy of the programs demands sound judgement and the ability to work self-sufficiently under pressure in various situations. The incumbent must frequently take the initiative to resolve complex problems daily, sometimes in the absence of established procedures.
• The School of Computer Science is one of the busiest units on campus, and hosts several graduate-level degrees. The Graduate Advisor, Web Content and Event Coordinator must enforce and stay abreast of numerous program requirements, policies, and procedures. The incumbent must consider many complex variables in making decisions and must be able to make sound decisions quickly and confidently.
• The incumbent is expected to work independently, initiate new project proposals and make decisions relating to the different tasks required for this position.
• The incumbent must possess excellent knowledge of regulations throughout the university. Understanding procedures governing the processing of student records and overall procedures and precedents involved in academic decision-making is important in this role.
• Reliability, accuracy and attention to detail are critical in this position.
• Strong written communication skills and interpersonal skills are required in day-to-day interactions with faculty, students, the university community, external industries and universities, and the general public. Sound judgment, discretion, tact and the ability to maintain confidentiality are imperative.
• Strong verbal communication skills are essential as the Graduate Advisor, Web Content, and Event Coordinator will promote and, at times, represent, CS, HCI, DS, and DSA at internal and external events.
• Strong organizational skills and the ability to set priorities and work under pressure within a large graduate school with a deadline-driven environment are essential.
• The ability to maintain confidentiality, empathy, and professionalism is imperative.
• Superior people skills and cultural awareness are required as this position frequently interacts with students and faculty from all over the world.
• The ability to interpret information, make informed decisions, and put into practice departmental, university, joint program and various funding agency policies and procedures is a skill critical for the efficient and effective management of this position’s responsibilities.
• Excellent administrative and record-keeping skills (both paper and electronic), and the management of document retention, disposal and archival records. The incumbent must keep pace with emerging technologies to securely store and record confidential records.
• Project management skills and public event planning experience are required to continue the SCS’s promotional ventures.
• A solid understanding of web design, web writing, including familiarity with HTML and web forms is important for this position.

EDUCATION AND EXPERIENCE:

The above is normally acquired through:

• Completion of a university degree.
• A minimum of 5 years of experience in a university setting in progressively more responsible positions, including experience at the Graduate level, is required, as well as experience in communications, journalism, or marketing, preferably in a university environment. Knowledge and experience in web content design, social media and creative writing are required. Event planning would be an asset.

The Graduate Advisor, Web Content, and Event Coordinator is responsible for administering all Master’s and PhD programs housed in the School of Computer Science (SCS) and its interdisciplinary programs. This includes being responsible for coordinating the operations, admission, and promotion of SCS’s many graduate programs. The incumbent is also the School’s Web Content & Communications Coordinator and creates and posts content for the School’s numerous websites, social media platforms, and events.
Working under the supervision of the School Administrator, the incumbent provides advice and feedback to the five Graduate Program Directors (Computer Science (CS), Human-Computer Interaction (HCI), Data Science (DS), and Data Science and Analytics (DSA)) and the School’s Director on matters related to graduate students and the various graduate programs in the SCS. The incumbent is responsible for the smooth operation of student services, administrative duties, and fulfilling the goals outlined by the Directors on all matters associated with the coordination, promotion, and recruitment of the collaborative Data Science specialization program and the nine graduate programs (Computer Science: MCS and PhD, Human-Computer Interaction: MHCI, and Data Science and Analytics: MASc, MEng, MCS, MIT, MSc and PhD).
The incumbent supports five Graduate Program Directors, the School’s Director, participating academic units in the Data Science specialization, participating units in the Data Science and Analytics program, faculty, and students by providing advice on all aspects of graduate regulations, procedures, and administrative matters associated with the programs. The incumbent is responsible for the admissions review process of Computer Science, HCI, the collaborative Data Science specialization and Data Science and Analytics applications.
The incumbent will analyze applicant files, interpret domestic and international transcripts, and calculate grade point averages to determine admissibility. The Graduate Advisor, Web Content, and Event Coordinator will provide advice to graduate students on all aspects of graduate regulations, from the beginning to completion of the student’s degree, analyze academic audits, and coordinate TA and RA funding and scholarships/awards.
The Graduate Advisor, Web Content, and Event Coordinator provides advice and support to faculty and students during the examination process, ensuring students’ eligibility to graduate and is also responsible for preparing graduation lists. The incumbent will liaise with and provide advice to other Graduate Administrators on campus and at the University of Ottawa on all of the SCS’s collaborative programs and the joint institute programs.
This position also has a prominent public relations, events and communications aspect to it. The Graduate Advisor, Web Content, and Event Coordinator is responsible for organizing promotional and academic events that will require video posts and live-streaming. The individual is also one of the designated webmasters for maintaining and creating content for the program websites housed in the SCS and related social media pages/accounts. The incumbent may be required to attend networking events with related industries and external partners to promote and enhance collaboration.