The Graduate Studies Administrative Assistant will provide a wide variety of administrative support services to the Faculty of Education, with a particular focus on graduate and certificate level programs in the Faculty.  This is a fast-paced, multitasking environment with a high volume of “drop-in” reception duties, and the person in this position must be very friendly, adaptable, and flexible.

RESPONSIBILITIES:

This position requires a person with the ability to handle a wide range of duties including:

• Preparing a variety of correspondence and documents
• Maintaining of email distribution lists
• Coordinating, attending and recording minutes from Graduate Studies Committee meetings
• Handling confidential information in a responsible manner
• Compiling faculty and course evaluations
• Maintaining materials required for program review 
• Coordinating student application process for the Faculty’s graduate programs, including preparing files for faculty review, recording admission status, communicating with Registrar’s Office on student status
• Maintaining accurate and up to date Graduate Student Handbooks
• Liaising between graduate students, instructors and Graduate Studies Coordinator
• Maintaining student files and monitoring records and degree audits (for the various certificate and graduate level programs)
• Arranging thesis and dissertation defences, including ensuring files are complete, distributing thesis and relevant materials to examiners, and booking logistics such as rooms and AV requirements
• Assisting with the preparation of the graduate studies timetable
• Providing guidance to graduate students regarding requirements for preparation of thesis
• Liaising with the Registrar’s Office, Accounting, and other university departments
• Processing expenses related to thesis defenses and graduate student awards
• Providing guidance to certificate and graduate students with respect to the registration process and course options
• Other duties as required

In addition, the successful candidate will provide administrative support to the certificate and graduate programs in the Faculty of Education including the Coordinator of Graduate Studies, the Centre for Educational Research, and to faculty and sessional instructors.  S/He will also work in collaboration with the administrative team in the Faculty of Education. Other related duties will be assigned as required.

QUALIFICATIONS:

The successful applicant will possess the following qualifications:

• Grade 12 graduation plus completion of a recognized post-secondary program in a related area is required plus a minimum of two (2) years relevant work experience, preferably in a University environment
• Experience and use of computers with various software programs such as Windows, Microsoft Word, Excel, Access, myUPEI and internet
• The successful candidate must be able to work independently and take initiative where appropriate.  S/He must possess excellent communication skills and be able to function as a member of a team in a busy academic department
• Familiarity with University regulations and policies will be considered an asset