Professional Graduate Programs Coordinator

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Internal posting expires March 19th at 11:59 PM

This is for a vacant role

Job Description:

Primary Purpose

The Professional Graduate Programs Coordinator (PGPC) provides service to enhance the effective and efficient delivery for the professional graduate programs student experience (Master of Public Health (MPH), Master of Health Informatics (MHI) and Master of Health Evaluation (MHE)) at the School of Public Health Sciences (SPHS). The incumbent reports to the Professional Graduate Program Manager and works closely with the Associate Director, Professional Graduate Programs (AD-PGP), as well as liaising with program faculty, Faculty of Health Dean’s office, Graduate Studies and Postdoctoral Affairs (GSPA) office, the Centre for Extended Learning, and the UW library.

A significant aspect of the job is the coordination of professional graduate academic counselling and advising, application and admissions procedures, and being the primary point of contact for prospective, transferring, and current professional graduate students during their tenure in SPHS. The incumbent is expected to be part of an effective team concerned with all aspects of the professional graduate programs and is expected to perform the duties of the position according to an established calendar of events, under minimal supervision, with instructions from the Professional Graduate Programs Manager, the Associate Director-Professional Graduate Programs, as well as the Administrative Officer.

Key Accountabilities

Graduate Programs Coordination and Administrative Responsibilities

· Provide administrative support to PGPM, AD-PGP and Administrative Officer

· Coordinate with the PGPM to ensure the smooth day-to-day, term-to-term, and year-to-year operation of the SPHS MPH, MHI and MHE graduate degree programs within established policies and procedures and according to the established calendar of events.

· Responsible for tracking and disseminating information to graduate students on all graduate matters including program information and requirements, events, and professional opportunities.

· Maintain all graduate student records and progress reports to facilitate the generation of data required by the PGPM, and AD-PGP, to examine student progression, and plan for advancement.

· Provide administrative support as an active member to the PGPM, the AD-PGP, the Professional Graduate Programs Executive Committee, the Professional Graduate Programs Admissions Committee, SPHS School Council meetings and other committees/meetings as assigned, to facilitate the coordination and delivery of all aspects of the graduate professional programs. Support relating to various committees includes booking meetings, recording minutes, and monitoring the implementation of all decisions and action items.

· Review reports generated by and for the GSPA, for problems, omissions, and accuracy, reporting discrepancies and inform the PGPM and AD-PGP..

· Create custom queries using Quest data extracts to obtain and utilize information for admissions, student academic progress, graduate milestones, etc.

· Assist with application of available resources and information to create projections, timelines, prepare statistical reports and analysis of short and long-term goals to assist the PGPM and Associate Director, Professional Programs to make program related decisions.

· Create and update fillable forms using Adobe Acrobat Pro.

· Manage and process student forms to facilitate change of enrolment status approvals and course add/drop requests.

· Create, maintain, and monitor student term progress reports (TPRs) using Qualtrics and Quest to facilitate the generation of information required by the Professional Graduate Programs Manager and the Associate Director-Professional Programs and to monitor student advancement.

· Coordinate the organization and operation of the two 1-week block sessions (Summer Institute and Capstone) on campus.

· Support the online orientation events for incoming cohorts alongside the PGPM and AD-PGP

· Serve as the liaison between Faculty and the Administrative Officer to coordinate Guest Speaker gifts, travel, and accommodation.

· Collect and maintain records of awards and grants received by SPHS faculty for use by the Administrative Officer and Director.

Student Advisement

· Provide confidential advising to students of their individual course and program/plan selection within the context of their educational and career goals during the academic cycle (guidelines, course requirements, milestones, etc.) in accordance with University policies and procedures. Responses can be by telephone, in-person, and in writing; sensitive to the needs of a wide client base including internal/external transfer students, international students, and students registered with AccessAbility.

· Primary contact for students in crisis. Provides immediate direction to students in a sensitive and confidential manner (academic concerns or personal matters). Connects students with appropriate campus resources and support (Ex. Counselling Services, Accessibility Services, UW Campus Police, Here 24/7, Good2Talk, etc.).

· Review the academic progression of students, including student term progress reports in the professional programs with the PGPM. Work closely with the Graduate Studies Records team to implement the course progression changes required.

· Advise students on scholarship opportunities, procedures for applications, guidelines, deadlines, providing updates and disseminate information to students with respect to their eligibility.

· Manage enrollment permissions and course overrides in Quest.

· Respond to inquiries from potential and existing graduate students. This includes advising undergraduate students interested in graduate studies, and all domestic and international applicants. Special attention is required for International and Permanent Resident students who are new to Canada or individuals with Accessibility concerns.

Admissions

· Coordinate the application and admission procedures of 500+ applications, communicating with applicants to verify personal data, academic history, transcripts, and other application documents. Using the university application system, ensure compliance to program admission requirements, the distribution of acceptance/rejection letters, the generation of conditions if necessary, and communicating details of admission.

· Navigate complex international credentials and averages transcripts to verify they meet the Ontario admission standards in accordance with GSPA policies and procedures.

· Manage the admissions spreadsheet to ensure proper function of complex excel formulae to monitor applicants through the admissions process and track offers and acceptances.

· Evaluates applicants' qualifications and autonomously makes inadmissibility determination.

· Analyze admission statistics and trends to provide the Professional Graduate Programs Manager and Professional Graduate Programs Admission Committee with information and data to inform current and future admission procedures, develop admissions timelines to track the admission process and create course enrollment projections.

· Trains contract staff and provides guidance on applicant review procedures and credential verification.

· Liaison in the Graduate admission process between the applicant, SPHS, HLTH and the GSPA

Recruitment, Communication and Engagement

· Serve as the first point of contact for prospective students to answer inquiries regarding SPHS professional graduate programs, admissions, and funding information in accordance with the University and SPHS policies and procedures, via email, telephone, MS Teams or in person.

· Maintain the professional graduate community LEARN page and professional graduate section of the SPHS website, with direction from the PGPM, AD-PGP and the HEALTH Marketing and Recruitment Specialist, ensuring consistency with UW guidelines.

· Prepare Program Handbooks, brochures, and other print media for the professional graduate programs ensuring accessibility requirements are followed.

· Participate and deliver information sessions for prospective students to disseminate graduate program details in collaboration with the PGPM and the Faculty Graduate Recruitment and Marketing Specialist. Participate in graduate recruitment activities as a representative of SPHS.

· Coordinate with the SPHS Graduate Student Association (GSA) to provide support as necessary for their programs and activities that support graduate student life in SPHS. Facilitate regular communication with the graduate student body to ensure students are informed of the goals, objectives, activities, and other relevant information regarding research graduate programs.

· Assist in the planning and delivery of information and recruitment events for prospective students to disseminate graduate program details, both on and off campus. This includes participating in graduate recruitment activities as a representative of the School of Public Health Sciences and attending special events to enhance the curriculum and academic goals of the student body.

· Assist in the organization and participate in School graduate orientation and information sessions, special event planning, preparing printed materials.

· Ensure attention is paid to the diverse needs of all SPHS students and graduate programs.

Required Qualifications

Education

· University degree or equivalent education, preferably in a health-related field

Experience

· Demonstrated administrative experience in a post-secondary academic department. Experience with graduate academic advisement and graduate program coordination is an asset

· Knowledge of MPH, MHI and MHE programs in the School of Public Health Sciences and familiarity with all policies and procedures related to the professional graduate programs is an asset

· Demonstrated ability to work independently with little supervision while managing multiple projects and deadlines with changing priorities

· Experience providing customer service, academic support and advising to students and acting as the first point of contact for inquiries

· Experience interpreting academic policies and procedures, especially as they relate to admissions and graduate academic performance

· The incumbent is expected to use discretion while working with sensitive and confidential information

· Relevant university admissions experience and knowledge of GSPA Records processes preferred

Knowledge/Skills/Abilities

· The incumbent must maintain a high level of professionalism and knowledge to handle the volume and complexities of inquiries

· Excellent organizational skills and the ability to prioritize, handle multiple assignments and deadlines is required

· Must possess excellent computer skills including proficiency with the latest word-processing, spreadsheet software and database, (in particular Word, Excel, Qualtrics, Adobe Acrobat Pro, MS Teams). Knowledge of UW specific software (OnBase, LEARN, Quest and Content Management System (preferably Drupal based) is preferred)

· Excellent verbal and written communication skills, including the ability to produce reports, as well as interpersonal, analytical, and problem-solving skills

· Attention to detail and accuracy and the ability to process and manage confidential information with discretion are also required

· Demonstrated ability to work independently with little supervision while managing multiple projects and deadlines with changing priorities

· Experience providing customer service, academic support and advising to students and acting as the first point of contact for inquiries

· Experience interpreting academic policies and procedures, especially as they relate to admissions and graduate academic performance

· The incumbent is expected to use discretion while working with sensitive and confidential information

· Relevant university admissions experience and knowledge of GSPA Records processes preferred

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 coordinated 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.