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EMPLOYMENT OPPORTUNITY (full-time, regular position) AVAILABLE AT FACULTY OF AGRICULTURAL AND ENVIRONMENTAL SCIENCES, located at Macdonald Campus, in Ste-Anne-de-Bellevue.
Position Summary:
Reporting to the Associate Dean, Graduate and Postdoctoral Studies, this role provides service and support for the overall activities of a Faculty graduate and postdoctoral studies office. Communicate with applicants, graduate students, unit Graduate Program Directors, departmental academic advisers, and administrators through various means such as in-person interactions, e-mail, phone, and virtual communication. Maintain a connection with the central Graduate & Postdoctoral Studies Office and Enrolment Services when necessary. Providing detailed information and explanations, as well as ensuring compliance with policies and academic regulations, are a key aspect of the role. Resolve issues related to admissions applications and coordinate the production and distribution of documents.
Major Duties and Responsibilities:
Process graduate admissions applications, including monitoring applicant information in the online application system, calculating CGPA, identifying applications eligible for advance credits or exemptions, and verifying the completeness of applications and forwarding eligible files to Graduate Program Directors for review and admissions decisions.
Assist in verifying and updating relevant sections in the e-Calendar.
Provide administrative support for Ph.D. oral comprehensive exams, such as scheduling and room bookings.
Coordinate the submission of grades, follow up on course failures by identifying contributing factors, supports available, and ongoing monitoring as required.
Verify graduating students’ records and ensure the accuracy of lists of graduating students. Participate in Convocation activities.
Serve as a resource person for graduate students, addressing their concerns and issues from registration to graduation. Assist with the orientation and welcoming of new students. Send reminders to supervisors and graduate students to complete the Annual Progress Reports, monitor submission rate, and report discrepancies to supervisors.
Assist students, graduate research trainees, and postdoctoral fellows with university and government forms and administrative procedures, such as obtaining temporary work permits and navigating relevant websites.
Provide front-line service at the unit’s service counter on a rotating basis, serving as the first point of contact for inquiries directed to the Faculty. Receive and respond to inquiries in person, via e-mail, phone, or virtual channels, offering detailed information on admission requirements (including information for prospective international students regarding study permit requirements), registration, specific academic programs, and the Faculty and University as a whole.
Attend information sessions and workshops designed for graduate program coordinators and students, such as GPC drop-in sessions and ethics and research work symposia.
Provide administrative support to the Associate Dean Graduate Education on various projects, including data compilation, statistics, and report preparation.
Participate in regular unit meetings to share information on graduate programs, discuss non-routine cases, and collaborate across areas of responsibility. Recommend improvements to service delivery, response times, and process efficiency.
May be responsible for scheduling meetings or appointments.
Maintain and update administrative files, arrange for file archiving, screen incoming mail, and respond to requests within…