Graduate Program Coordinator

Brock University•St. Catharines, ON

4d•CA$62,115 - CA$99,384•Hybrid

About The Position

Reporting to the Associate Dean, Research and Graduate Studies, the Graduate Program Coordinator is responsible for coordinating graduate program operations across recruitment, admissions, academic advising, and program delivery. The role ensures a high-quality student experience while supporting faculty and maintaining compliance with academic policies and standards. The Graduate Program Coordinator will: Coordinate administrative delivery of graduate programs and ensures effective implementation of academic processes, compliance, and data integrity; Coordinate program operations, including course scheduling, registration support, academic milestone tracking, and grade submission; Administer key academic processes (e.g., comprehensive exams, thesis proposals, defenses), ensuring adherence to policies, timelines, and quality standards; Facilitate communication between Graduate Program Directors, supervisors/co-supervisors, and students regarding academic requirements, program milestones, timelines, and progression concerns; Supports the end-to-end graduate recruitment and admissions lifecycle to ensure a high-quality applicant pool and efficient, compliant admissions processes; Delivers recruitment activities, including outreach, presentations, and information sessions (in-person and virtual), to attract qualified applicants; Provide accurate, timely guidance to prospective applicants on program offerings, requirements, and admissions processes; Administer admissions processes, including issuing offers/declines and maintaining accurate applicant records and data; Provide comprehensive academic advising and proactive student support to promote progression, engagement, and timely degree completion; Advise prospective and current students on program requirements, course selection, policies, and academic pathways; Build and maintain effective working relationships with faculty, academic leaders, and campus partners to coordinate student support, exchange information, and resolve issues impacting student progression; Identify gaps or inefficiencies in curriculum, processes, or student supports, and recommend practical improvements to enhance student success, retention, and service delivery. This position requires flexibility to work outside of traditional business hours, including evenings and weekends, to support students across different time zones and to meet program, recruitment, and operational needs.

Requirements

A degree in a related discipline or the equivalent combination of education and experience
Knowledge of academic advising principles, models, and counselling approaches
Understanding of graduate curriculum, course requirements, prerequisites, and scheduling within the Faculty
Knowledge of university policies, regulations, strategic priorities, programs, services, and systems
Awareness and understanding of various collective agreements
Proficiency with computer systems and software applications
Ability and willingness to learn and adapt to emerging technologies, including AI tools and platforms
Knowledge of privacy legislation (e.g., FIPPA)
Promotes and embodies inclusiveness and respect within the workplace and the broader community
Strong communication and interpersonal skills, including active listening and clear written/verbal communication
Excellent writing, grammar, editing, and proofreading skills
Ability to coach, mentor, and motivate students, including identifying risk and making appropriate referrals
Demonstrates empathy, discretion, and professionalism when handling sensitive or confidential situation
Self-motivated with the ability to work independently and collaboratively
Strong organizational, prioritization, and multitasking skills, with accurate record-keeping practices
Effective problem-solving skills with the ability to adapt and apply new knowledge quickly
Ability to interpret and apply academic policies, regulations, and governance documents

Nice To Haves

Administrative and academic advising experience within a graduate education setting
Graduate degree

Responsibilities

Coordinate administrative delivery of graduate programs and ensures effective implementation of academic processes, compliance, and data integrity
Coordinate program operations, including course scheduling, registration support, academic milestone tracking, and grade submission
Administer key academic processes (e.g., comprehensive exams, thesis proposals, defenses), ensuring adherence to policies, timelines, and quality standards
Facilitate communication between Graduate Program Directors, supervisors/co-supervisors, and students regarding academic requirements, program milestones, timelines, and progression concerns
Supports the end-to-end graduate recruitment and admissions lifecycle to ensure a high-quality applicant pool and efficient, compliant admissions processes
Delivers recruitment activities, including outreach, presentations, and information sessions (in-person and virtual), to attract qualified applicants
Provide accurate, timely guidance to prospective applicants on program offerings, requirements, and admissions processes
Administer admissions processes, including issuing offers/declines and maintaining accurate applicant records and data
Provide comprehensive academic advising and proactive student support to promote progression, engagement, and timely degree completion
Advise prospective and current students on program requirements, course selection, policies, and academic pathways
Build and maintain effective working relationships with faculty, academic leaders, and campus partners to coordinate student support, exchange information, and resolve issues impacting student progression
Identify gaps or inefficiencies in curriculum, processes, or student supports, and recommend practical improvements to enhance student success, retention, and service delivery