Graduate Programs Coordinator, Veterinary Microbiology

University of Saskatchewan•Saskatoon, SK

2d•Onsite

About The Position

This position provides confidential administrative, financial, and clerical support to the Department Head, Graduate Chair, and Financial Assistant in the day-to-day management of the Department of Veterinary Microbiology. This includes administration of graduate and undergraduate programs, and various matters for the Department Head’s and Graduate Chair’s offices. The role reports to the Administrative Manager, WCVM, and is responsible for all aspects of confidential administrative support. It requires interaction with undergraduate and graduate students, faculty, and staff, necessitating strong interpersonal skills and attention to detail in record-keeping and correspondence. The work is performed with general supervision in a fast-paced environment with competing deadlines and priorities, frequent interruptions, and requires discretionary decision-making.

Requirements

Completion of a recognized post-secondary business/administrative program.
Minimum two to five years of directly related experience in an office setting is required.
Excellent interpersonal and communication skills both written and verbal.
Sound judgment and discretion.
Critical-thinking ability.
Proven organizational skills and attention to detail.
Proven ability to work on multiple projects with competing demands to meet deadlines.
Ability to tactfully and sensitively interact with the University community.
Ability to effectively work both independently and as part of a team.
Ability to recognize and recommend change in program policies/procedures which result in the improved delivery of administration.
Knowledge of administrative, financial and academic processes with high level of accountability and responsibility.

Nice To Haves

Experience with RMS, JIRA, FAST, About Us, Concur, JV’s, Crystal Reports, Cascade (Web page), VetNet, Banner, Sirius, PAWS, Microsoft365 will be considered an asset.
An equivalent combination of education and experience may be considered.

Responsibilities

Responsible for the day-to-day administration of the Graduate Program, Undergraduate Program, and PostDoctoral Fellowship program.
Managing graduate student scholarships.
Managing the graduate student program including admissions, program maintenance through to defense.
Provides advice and service to students relating to registration, courses, content, schedules, procedures, scholarships and convocation.
Schedules Candidacy Assessments, Advisory Committee meetings and defenses.
Prepares payroll and human resource documents for visiting professors, summer students, graduate students and postdoctoral fellows.
Assists faculty with graduate and undergraduate course management, class builds and calendar submission.
Completes and submits grades.
Manages data from teaching evaluations.
Provides administrative and financial support for the office of the Department Head, Graduate Chair and Financial Assistant.
Prepares formal documents and correspondence related to faculty recruitment and Collegial Processes.
Schedules meetings for faculty.
Assists with financial matters relating to payments, deposits and travel claims.
Maintenance of department website, social media, SharePoint site.
Other duties as assigned.