Graduate Officer

Unit/Project Description

The Medical Sciences Graduate Program
, comprised of 5 distinct areas of study relevant to human health, is the longest running research-based graduate program within the Faculty of Health Sciences. Offering degree programs at the MSc, PhD and MD/PhD levels, Medical Sciences offers a wide range of study options for graduate students.

Reporting to the Program Manager, Education Services is seeking a full-time Graduate Officer to provide support for the Medical Sciences graduate program. This student-facing position also provides support for and contributes to the vibrant culture within the Medical Sciences program with active involvement in many facets of the graduate student experience.

Responsible for coordinating the admissions process for programs within the department. Reviews and summarizes applicant files for committee acceptance decisions. Provides program information and general assistance to prospective students and applicants.

• Plan, coordinate, and organize admission procedures for students applying to departmental programs.
• Monitor admissions and prepare forecasts of returning students to determine if enrolment targets will be met.
• Review and evaluate applications to ensure academic requirements and pre-requisites have been met.
• Ensure all applications are complete and prepare admissions files for distribution and rating.
• Inform prospective students and applicants of the application process, procedures, academic and program requirements, program suitability, and potential eligibility for admission.
• Provide information, answer questions, and discuss academic interests with applicants.
• Engage potential applicants in discussions at recruitment events.
• Provide information to international applicants on the academic criteria required from their country of origin.
• Deal with applicants who are not qualified for admission and explain the application process and offer viable alternatives without discouraging the applicant from applying to other programs.
• Write responses to prospective students regarding their applications, which consists of offer letters to successful applicants and refusal letters to individuals who do not meet admissions requirements.
• Write a variety of documents such as correspondence, procedure manuals, reports, and minutes.
• Monitor budgets and reconcile accounts. Complete financial forms including, but not limited to, travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
• Monitor student status’ and review registrations for accuracy.
• Review student records to ensure that they have met the degree requirements specified for degree completion and convocation.
• Update material included in department brochures, websites, and other informational material.
• Compile admissions and completion statistics for various internal and external reports.
• Ensure accuracy and uniformity of materials sent to applicants throughout the admission cycle by monitoring information including email communications and comprehensive packages that are mailed and couriered during the acknowledgment, offer, and confirmation stages of the admission process.
• Ensure adherence to relevant policies and procedures including those surrounding admission procedures and exam processes.
• Work with faculty instructors to coordinate the online registration for courses which involves determining the prerequisites and limited enrolment functions for each course offered.
• Coordinate and organize the PhD comprehensive exam process.
• Address extenuating circumstances regarding medical documentation from students’ physicians for accommodations, extensions, or deferments.
• Review documents for forged transcripts and falsified reference letters and maintain a list of fraudulent applications.
• Assign each new student to a faculty supervisor.
• Process graduate student scholarship information in collaboration with the School of Graduate Studies and program scholarship committee members.
• Determine initial funding in the form of an annual student stipend and initiate the payment authorization process.
• Input financial information required to process payroll.
• Update…