Graduate Advisor / Research Coordinator

This position has a term length of one year, with the possibility of extension, and offers a comprehensive benefits package which can be viewed at: www.hrs.ualberta.ca.

The Department of Modern Languages and Cultural Studies (MLCS) strives for excellence in teaching, research, and service in languages, literatures, and cultural studies of the world. Our vision: to promote multilingual proficiency and intercultural understanding to prepare students for life and work as professionals in a global environment and as citizens in multicultural society. This vision embraces DIVERSITY and makes an impact. Do you have a PASSION to put your administrative excellence in action to engage with faculty and students?

Reporting to the Acting Assistant Chair, Administration, the Graduate Advisor/Research Coordinator works closely with the Associate Chair (Graduate Programs) and other faculty to provide program counseling and advice to current and prospective graduate students, as well as provide guidance and appraise faculty and staff on policies, procedures and regulations related to all graduate programs and funding. Further, this position identifies research funding opportunities and assists faculty and students in their applications for such funding. This position is responsible for all front line documentation and administrative work related to research grant accounts held by faculty; this includes advising on budgets, and advising on trust funded regulations around hiring research related faculty and staff.

Duties

• Serves as primary contact and information source, and provides advice and assistance to prospective and current students, the Chairs/Associate Chairs, faculty, and staff on all aspects of the graduate programs
• Serves as liaison with the Faculty of Graduate Studies & Research (FGSR), the International Centre, and department personnel in respect to recruitment of graduate students and ensures adherence to University policies and procedures
• Processes all graduate student applications to ensure completeness of their portfolios
• Acquires and distributes information on Graduate Scholarships and Awards, and assembles applications on behalf of students for entrance and other scholarships from FGSR
• Manages issues related to graduate students, their supervision and their programs, and is able to react and/or respond to continually changing priorities as they arise
• Works with the Assistant Chair, Administration and relevant faculty to assign and rotate space for graduate students
• Monitors admission statistics (e.g. applications received, offers given, offers accepted and student arrivals) and generates reports for Department and Faculty uses
• Maintains and updates both paper files and a database of registered graduate students and their documentation
• Provides support to graduate committees where applicable, takes minutes; prepares agendas and supporting materials
• Organizes annual orientations for graduate students
• Works closely with Assistant Chair, Administration in respect to budgets for TA and RA assignments and is the payroll contact for graduate students and trust funded staff
• Designs and develops administrative forms and compose correspondence, draft letters and memos often handling highly confidential information
• Assists with editing of units’ guides to graduate study, graduate program brochures, etc., in conjunction with Graduate Chair or other relevant faculty
• Serves as resource and contact for faculty, graduate students, support/technical staff, and outside funding agencies in all matters pertaining to Departments’ research projects and programs
• Keeps current on funding agency guidelines, and advise grant holders of guideline changes when appropriate
• Keeps current on U of A (UAPPOL) policies and guidelines concerning research funds, trust-funded staffing, etc and attend funding agency seminars and workshops
• Participates in Faculty of Arts research administrators meetings, sharing best practices, research funding opportunities and assists faculty and students in the application process

Qualifications

• Undergraduate degree preferred; equivalent combinations of education and experience will be considered; minimum post-secondary education in a related discipline
• 3 to 5 years of experience in an academic environment (student administration); experience in graduate program administration and research administration are definite assets
• Computer proficiency in a Windows environment using MS Office applications (Word, Excel)
• Proficiency with PeopleSoft applications: Campus Solutions, HCM, FINANCIALS
• Excellent communication (written and verbal) skills
• Demonstrated ability to build effective relationships
• Experience working in a multi-cultural, multilingual environment with students and faculty from many countries, cultures, linguistic groups, religions, sexualities and genders will round up your candidacy for this position

Along with your resume, in your cover letter, from your perspective, please share with us your service philosophy, specifically who do you imagine you would serve in this position, and how would you serve them?