The Graduate and Research Studies Coordinator/Student Advisor (GRCSA) reports to the Admissions and Program Manager and provides administrative support to the Graduate and Research Officers and the Associate Director – Research in managing the administration of the graduate program and supports the research activities of students and faculty in the School of Optometry and Vision Science. Significant aspects of the position include academic and administrative management of the MSc, PhD and the accelerated OD/MSc degree program and processes, oversight of academic counselling and advising, and being the primary point of contact for prospective and current students in the graduate program.
There is a qualified internal within the role.
Provides senior administrative support to the Graduate Officers in all matters relating to the graduate program. This includes providing background research and support to assist in the academic decision-making process for admission to the graduate program, planning, research and data collection; preparing statistical reports and analysis of short and long-term goals. This position is responsible for tracking all activities for the program; informing the Graduate Officers of upcoming tasks and deadlines, booking meetings to make sure all tasks are completed and making sure all deadlines are met
Each program has different criteria for admissions, course requirements, thesis requirements, etc. It is imperative that the GRCSA keep all programs in an orderly fashion and keep up-to-date on all program changes. Administer admission procedures for each of these individual programs using the OnBase system to ensure compliance to requirements, acceptance, the generation of conditions if necessary, and details of admission
Responsible for ensuring that MSc and PhD critical milestone deadlines are met which includes compliance follow-up with faculty and student. Informs student’s, supervisors and Graduate Officers when milestones or committee meetings have not been met
Assist in coordinating MSc and PhD thesis proposals, PhD comprehensives, PhD Oral Defences, MSc research seminars and submission of MSc Thesis. This includes working closely with the Faculty of Science Graduate Office to ensure policies and procedures are followed
Maintains and manages all graduate student records and monitor student progress
Provides administrative support relating to all Graduate and Research Studies Committees including; preparing meeting agendas, recording minutes, and monitoring the implementation of all decisions
Provide graduate program statistical data for academic accreditation reporting for the MSc and PhD programs as required
Extract information from Teaching Assistant applications to generate a detailed list for the Teaching Assignment committee to award future term’s teaching assignments and include incoming student information so they will be included in the Teaching Assignment
Responsible for yearly calendar updates for the University Graduate Office
Create and maintain the graduate section of the Vision Science website
Attend graduate marketing opportunities
Other administrative duties as assigned by the Administrative Officer
Graduate Student Support and Advising
The GRCSA serves as the first point of contact for all prospective and current graduate students
Provide confidential advising to students of their individual course and program/ 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
Provide information on transition, academic discipline, academic progress, petitions and escalations for registered students
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, UW Campus Police, Here 24/7, Good2Talk, etc.)
Advises students on scholarship opportunities, provides updates and disseminates information to students with respect to their eligibility, advises students on procedures and deadlines for applying to scholarship competitions
Manages enrolment permissions, graduate course scheduling, course overrides, and coordinates the receipt, review and submission of graduate course grades in accordance with university deadlines
Provides guidance and oversees administrative process for scheduling of thesis defenses and ensures follow up with students through to submission of application to graduate
Assists in the resolution of highly sensitive matters brought forth to the Graduate Officers as needed
Manage the application process for NSERC, OGS and CIHR scholarships National Sciences and Engineering Research Council of Canada (NSERC). This is a yearly process in which current graduate and undergraduate students apply for PGS M, PGS D, and Post Doctoral awards to further their research program. The GRCSA provides all information needed, collecting, organizing and presenting the information in a relevant manner to the Ranking Committee, Ontario Graduate Scholarships (OGS), as well as monitors progress on the collection and tracking of information for the OGS application process. The GRCSA provides information needed to the Ranking committee
Administer the yearly NSERC U/G Scholarships competition NSERC URSA; process, keep Graduate Officers apprised and book necessary meetings, ranking, payroll
Administer the Undergraduate Summer Research Assistants with respect to the Departmental summer Research Awards application and the CIHR Professional Student Awards. This includes processing applications, keep Graduate Officers apprised and book necessary meetings to rank applicants, then payment of the awards
Co-ordinate the collection of information on a term-by-term basis from faculty members to assign Research Studentships to current and incoming graduate students. Monitor studentship award levels and sources to ensure compliance with OGS and NSERC regulations. Enter all payroll information into Graduate Student Earnings payment system. Troubleshoot any payroll problems for student with Human Resources contact. Enter all Graduate Research Studentships into the GRS payment system
Process nominations for corresponding SGEA award, produce assignment memos for the term for Graduate TA’s. Collect signatures and banking/tax information to submit to Payroll, if required
To administer and maintain a budget for various School of Optometry Graduate Scholarships, determining eligibility and assignment
To administer all other non-monetary scholarships; application process, ranking, awards for the Dean of Science, Research etc.
The GRCSA will organize the Graduate & Research Committee term meetings, including agenda preparation, taking and distributing minutes, in conjunction with the Associate Director of Research
The GRCSA is responsible for the organization of the School of Optometry and Vision Science's two awards ceremonies. This requires correspondence with donors regarding scholarships, including notification of the recipients, organizing the events, production of the program, ordering food as well as making sure the events run smoothly. The incumbent is also responsible for the tracking of the awards to ensure that all the awards are received and distributed
The GRCSA will have contact with donors and/or their representatives as well as the Student
Awards department in the organization of these events. The incumbent is responsible for maintaining a current list of all donors and scholarships to ensure the timely communication between the School of Optometry and Vision Science and the donors
The GRCSA will be responsible for the organization and administration of the Graduate Studies conference, held in April each year
The GRCSA will co-ordinate the Vision Science Research Seminar Series (VSRSS). The incumbent will work with the VSRSS Committee to organize all aspects of the yearly series. This includes travel, accommodation, catering and advertising
Exceptional verbal and written communication skills
Demonstrated problem solving and effective time management skills
Independent judgement in time management, task prioritization and decision-making
Proven ability to manage a large volume of work, conflicting priorities and deadlines
Excellent human relations skills; proven ability to guide students, foster constructive team relationships, and to work effectively with faculty, staff and students
Intermediate experience with Microsoft Word, Excel, Outlook, Quest, Learn
Experience with OnBase is an asset
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