Description
We are currently looking for a Graduate Secretary for the University of Windsor. We are ideally looking for a candidate who has U of W working experience, or someone who has at at least 5 years secretarial experience.
This will be a long term position until approximately October 31st 2025.
This position is not suitable for students.
The Graduate Secretary provides administrative and secretarial support to the Department Head and Graduate Coordinator in the area of graduate studies.
Key Job Functions
1. Graduate Program Support:
• Provide administrative assistance to the Chair of Graduate Studies by setting appointments with departmental graduate counsellor.
• Assist in the preparation of departmental examinations including setting-up make-up exams, securing proctors, rooms and posting of notices.
• Process thesis and dissertation proposals, process meeting and defense notices, arranges for AV equipment and ensures all required paperwork is in order to meet graduate requirements.
• Updates graduate brochures and handbooks and promotional materials
• Assists with hiring GA/TAs, including posting positions, distributing offers, administering the budget, and preparing letters.
• Arrange graduate student orientation day (including booking room, typing agenda compiling all necessary information for students).
• Maintain graduate departmental files for current and former students.
• Assist with the preparation of the Ontario College of Graduate Studies (OCGS) report as well as the CASWE and IQAP reports for accreditation by maintaining statistical reports on the students in the program. Record minutes and distribute materials for graduate committee meetings and field placement committee meetings.
• Co-organize the central database for scholarship applications, ensure application files are complete and add documents reviewed by the Grad Studies Committee.
• Conduct elections of students to serve on departmental and faculty committees.
2. Field Education Processes:
• Update and maintain a database of field education forms including, but not limited to referral forms, learning agreements, evaluations, field education manuals.
• Maintain the database of field agencies, agency personnel, and students.
• Ensure students submit their required documents in accordance with the policies of the University and the School for successful completion of the field component of the program. Review and identify any discrepancies in these documents to identify issues that need to be addressed.
• Complete the referral and confirmation process for all MSW students.
• Assist in the organization and delivery of student and field instructor orientations.
3. Administrative Support:
• Maintain departmental graduate webpage and social media sites, as required;
• Assist with organizing departmental events
• Handle Townhall meetings (2 per academic year) including setting agenda, taking minutes and ordering food.
• Assist Secretary to the Head as required. Serve as Secretary to Head in his/her absence and may be required to assist in the absence of one of the other two secretaries within the department.
• Handle grade change forms and ensure students are registered in the necessary courses
• Take minutes and prepare agenda and documentation for various committees within the School
• Refer visitors to other members of the School of Social Work, other offices/departments on campus or other discipline-related community agencies when required.
• Respond to correspondence and relays notices/messages to staff, graduate
students, sessional and full-time faculty members.
4. Budget:
• Administers the budget for the area of Graduate Studies within the Department of Psychology in conjunction with the Graduate Chair;
• Monitors budget allocations, expenditures and records of expenses;
• Assist Graduate Chair in projecting future financial needs.
5. Other duties as assigned
Essential Qualifications:
• Diploma in Office Administration or administrative experience as it relates to the duties of the position.
• Excellent organizational and problem solving skills
• Excellent oral and written communication skills
• Experience with diversity and issues arising from cultural differences
• Confidentiality and discretion
• Experience with the University Financial Information System and Student information system or compatible systems
• Ability to exercise sound judgement and work independently
• Ability to pay close attention to detail, and ensure accuracy
• Proficiency in the use of Microsoft Word, Excel, power point, webpage editing, databases and, typing 40 nwpm,
• Excellent collaboration skills working in a team environment
• Knowledge and experience with Graduate programs and scholarships; GA/TA ships and their Collective Agreement
• Knowledge of Program Development Committee (PDC) forms and process as it relates to the position.
• Knowledge of Ontario Universities Application Centre (OUAC) as it relates to the position.
• Knowledge of Ontario University Registrar’s Association (OURA) as it relates to the position.
Preferred Qualifications:
• Knowledge of University e-grade system
• Knowledge of and experience with Senate by-Laws
• Familiarity with Faculty of Graduate Studies regulations
• Familiarity with University and Faculty of Arts, Humanities and Social Sciences policies and procedures; Senate Bylaws; FIPPA
If qualified and interested please email your resume to dolivito@impact-staffing.com