The posting
Job Description
This position has a term length of 2 years.
Location - This role is hybrid with a mix of remote and in-person. Work primarily takes place at North Campus, Edmonton.
The College of Health Sciences brings together the combined strength of six health sciences faculties and schools, enabling a new level of interdisciplinary health science research and teaching that advances the full spectrum of human health and wellness in individuals and communities around the world. It represents more than 770 faculty members and more than 7,200 students. Of those students, approximately 2,400 are graduate students in the College of Health Sciences, completing course-based Master’s degrees and thesis-based Master’s and Doctoral degrees.
Reporting to the Director, Office of Education, the Graduate Coordinator provides dedicated program graduate support to the faculties and programs in the College, working collaboratively with:
- Academic Department Chairs
- College and Faculty Associate Deans
- Directors/Managers responsible for the delivery of faculty or student service specific programs
- Central Services Providers (Faculty of Graduate & Postdoctoral (GPS) studies, Enrollment Systems and Service Innovation (ESSI), etc.)
Responsibilities
Communications
- Acts as the first point of contact for programs in areas of graduate admissions and awards.
- Responds to specific graduate program admissions and awards inquiries from applicants, faculty, and staff. Provides information on aspects of an academic program to prospective students (e.g. inquiries on application process, application assistance/status, supervisor information, and award eligibility).
- Screens, directs and processes electronic, and in person queries.
- Drafts and/or generates routine announcements and communications to graduate students and/or departments (e.g. award announcements, reminders to submit award applications and nomination forms). Gathers information from office records to draft emails, memos, and other documents for supervisor review (e.g. award letters for award nominees, notification of results to award nominees).
- Checks for completeness of the award applications. Follows up with any students to ask for missing signatures, content, or other application materials.
- Manages correspondence about graduate admissions and awards on behalf of the college of health sciences faculties and departments. Reviews and prioritizes daily incoming correspondence in the college graduate email inboxes and initiates or completes action depending on the complexity of the issue.
Program Operations
- Provides dedicated academic administrative support to College of Health Sciences Faculties and Departments(including Graduate Committees) in the areas of Graduate Admissions(certificate, Master’s, PhD Thesis, etc) and Graduate Student Awards.
- Understands the program/department’s application priority criteria and admission goals.
- Coordinates designated areas of graduate academic administrative support, working collaboratively with individuals responsible for the delivery of faculty graduate programs (Graduate Administrative Coordinators, Directors, etc.), and central service providers (including Faculty of Graduate & Postdoctoral Studies(GPS)).
- Reviews Faculty/School graduate studies information on the website and makes recommendation toward an improved applicant experience (best practices for sharing supervisors accepting students, etc.).
- Contributes to preparation of program and budget statistics and provides applicant information from Slate for annual reports, unit review, and program accreditation.
- Maintains accurate records of student interaction, decisions made and actions taken.
- Creates and maintains spreadsheets and/or databases. Prepares standard and ad-hoc reports on programs(s). Designed and develops customized reports for specific needs.
- Maintains College of Health Sciences/Faculty Service Level Agreement and process reference documents.
Academic Administration
- Supports admission application assessment and offers for graduate students via Grad Slate system (prioritizes applications, as requested by evaluators and supervisors; prepares applications for review by GPS; follows up with evaluators and chairs on outstanding decisions; admits successful applicants via Slate and sends offer letter, along with university guaranteed funding letter; processes deferred applications and liaises with students and supervisors regarding deferral status).
- Supports the administration of awards adjudication for graduate students.
- Provides expert policy and procedure support, and with navigation of Slate Admissions system.
- Sets up award payments by creating eForms.
- References policy and procedure information to solve issues or concerns (e.g. Faculty APC, GFC).
Document/Materials Development
- Proofreads and reformats documents.
- Assists with development, design, and production of publications on program(s) in accordance with established Faculty/ College/ University policies/procedures.
General Administrative program support to the College and Faculties
- As the college continues to enter phase two of providing enhanced graduate academic administrative support to faculties, the incumbent may be asked to participate in business process mapping, consultation meetings, etc.
- Participate and provide services in priority areas identified by the College.
- Provides support to the College/Faculty concerned with Work Integrated Learning and Experiential Learning activities (Placement Administration etc.).
- May be trained in mask fitting policies and procedures and provide mask fitting services as required.
Qualifications
- Undergraduate degree; combination of education and experience will be considered.
- Demonstrated ability to develop positive and professional working relationships with both internal/external clients, and stakeholders at all organizational levels.
- Ability to work independently and to build and maintain professional working relationships as a trusted team member and positive representative of the College.
- Advanced knowledge and proficiency in PeopleSoft (Campus Solutions), Google Suite, Alfresco, Advocate, and Microsoft Office is essential.
- Strong knowledge of University policies and procedures.
- Excellent communication (oral and written), interpersonal and organizational skills.
- Proven ability to prioritize, work independently and develop strategies to solve problems while maintaining superior accuracy.
- Strong analytical and organizational skills, including problem assessment and escalation.
- Demonstrated excellence in paying attention to detail.
- Two years’ experience in a related role.
- Ability to work with multiple stakeholders, and to coordinate competing demands.
- Knowledge of academic program requirements and calendar changes.
Application Instructions
Click "Apply Now" to submit your resume and cover letter.
This position is subject to all applicable terms and conditions of the collective agreement between the Governors of the University of Alberta and the Non-Academic Staff Association (NASA).
This position offers a comprehensive benefits package.
About Us
The University of Alberta, its buildings, labs and research stations are primarily located on the territory of Néhiyaw (Cree), Niitsitapi (Blackfoot), Métis, Nakoda (Stoney), Dene, Haudenosaunee (Iroquois) and Anishinaabe (Ojibway/Saulteaux), lands that are now known as part of Treaties 6, 7 and 8 and homeland of the Métis. The University of Alberta respects the sovereignty, lands, histories, languages, knowledge systems and cultures of all First Nations, Métis, and Inuit.
The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.
Your work will have a meaningful influence on a fascinating cross-section of people - from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.
At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.
We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.
All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms—physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of belonging and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.
The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. We welcome applications from all qualified persons. We encourage women, First Nations, Métis and Inuit persons, members of visible minority groups, persons with disabilities, persons of any sexual orientation or gender identity and expression, and all those who may contribute to the further diversification of ideas and the University to apply.
L’Université de l’Alberta s’engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes de toute orientation sexuelle ou identité et expression de genre; et toutes les personnes qui peuvent contribuer à la diversification des idées et à l'université à postuler.
The College of Health Sciences unites the University of Alberta’s health-focused faculties and schools to enable a new level of interdisciplinary research and teaching that advances human health and wellness across individual, community, and global contexts. By fostering collaboration across disciplines, the college supports innovative, large-scale research initiatives and integrated educational programs that span the full continuum of care and health promotion.
The college includes the Faculty of Kinesiology, Sport, and Recreation, the Faculty of Rehabilitation Medicine, the Faculty of Nursing, the Faculty of Pharmacy and Pharmaceutical Sciences, the School of Public Health, and the Faculty of Medicine & Dentistry. Together, these units drive excellence in health sciences education, research, and clinical innovation, supporting the university’s broader mission to lead in discovery, learning, and the advancement of societal well-being for the decade ahead and beyond.
