Graduate Coordinator and Advisor

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Job

Requisition :  Time Type:
Full time Employee Group:
Staff Job Category:
Academic Advising

Employment Type:

Permanent Department:
Faculty of Arts
- School of Social, Political and Historical Research
- Programs Hiring Range: $61,954.88 - $77,443.60 Posting Information:
This posting is for an existing vacancy. Internal posting deadline expires Thursday August 13th at 11:59 PM

Primary Purpose The Graduate Advisor and Coordinator provides academic advising, program coordination, and administrative support for the graduate programs in the School. The position is responsible for managing graduate student applications, administering funding and awards, supporting course scheduling, and ensuring alignment with University and Faculty policies. This role serves as the primary point of contact for graduate students and supports the Program Manager, Associate Director, Graduate Studies, as well as the Director and faculty members.

Advises prospective and current graduate students on admissions, program requirements, milestone completions, petitions, grievances, thesis submissions, and graduation. Coordinates PhD progress reporting, thesis proposal approvals, comprehensive exams, and defenses. Reviews transcripts for graduation clearance and confirms completion in Quest. Issues letters for immigration, funding, and other official purposes. Refers students to appropriate campus resources and supports academic appeals or petitions. Maintains accurate and confidential student records and communications.

Coordinates work term report submissions, grading, monitoring and awards. Maintains department records and database of current students and graduates, including confidential correspondence. Conducts final review of students’ transcripts to ensure all requirements have been met for program completion. Confirms final update for graduation on Quest. Collaborate with Graduate Studies and Postdoctoral Affairs (GSPA) and other central services to ensure timely processing of student milestones and records.

Assists in developing graduate course schedules.

Manages applications to MA and PhD programs, including transcript evaluation, average calculations, and confirming application materials. Advises prospective students on eligibility, alternate preparation pathways, and admission requirements. Prepares admission recommendations and offer letters in coordination with the Program Manager, Associate Director, Graduate Studies, and Graduate Studies and Postdoctoral Affairs (GSPA). Communicates with applicants and referees to resolve issues with submissions.

• Monitor and manage student-related financial processes, including tracking and disbursement of scholarships, awards, bursaries, and graduate funding packages in compliance with university guidelines.
• Assigns Teaching Assistants (TAs) and proctors for undergraduate courses, ensuring alignment with funding packages and course needs; including preparation of contracts, oversight of hours, and maintaining compliance with collective agreements. Prepares TA, RA, and scholarship budgets; processes payroll submissions.
• Issues funding statements and monitors funding status for graduate students. Works with Program Manager and Associate Director(s) to provide conflict mediation between TAs and instructors when required.

• Advises on graduate awards and scholarship opportunities including OGS, SSHRC, UW bursaries and awards.
• Reviews and compiles scholarship applications and calculates averages.
• Prepares materials for committee reviews and maintains funding records.
• Manages award tracking and reconciliation of departmental award accounts.

• Organizes graduate orientation and promotes student engagement through department events and initiatives.
• Maintains consistent communication with students using multiple modalities (email, web, social media).
• Develops and implements marketing and recruitment plans for graduate programs.
• Supports alumni relations and participates in government recruitment initiatives.

• Provides administrative support to Program Manager, the Director and Associate Director, Graduate Studies, including meeting scheduling, preparation of agendas.
• Coordinates internal and external reviews such as IQAP/OCGS graduate program review Compiles data for reporting, self-studies, and planning…