Graduate Student Coordinator

• Act as first point of contact and receptionist for graduate students
• Provide support to students and faculty in a variety of formats including in-person meetings, drop-ins, information sessions, virtual meetings, emails and phone calls
• Triage and respond to incoming inquiries in the ticketing system
• Contribute to and update the SGS Knowledgebase
• Provide effective academic advising services to students in relation to course selection, academic status, program requirements, polices, dates and deadlines and registration
• Register students in courses requiring SGS overrides and document override approvals
• Maintain and ensure the accurate maintenance of student records; including advising notes, registration restrictions, tracking and recording appropriate course equivalencies or substitutions
• Support the collection and accurate entry of grades
• Track student extensions and the collection of change of grades
• Collect, process and file paperwork from graduate students and faculty – including academic and finance forms
• Contribute to SGS information campaigns to ensure widespread understanding among students and faculty of important policies, procedures and deadlines including the bi-weekly SGS newsletter and annual thesis/MRP newsletters highlighting student work
• Monitor registration, identify and refer off-path students to their Graduate Program Director
• Identify students at risk or in crisis and make appropriate referrals to resources and supports
• Support admissions and thesis/ Major Research Project/Paper (MRP) process at peak times – including the deposit of MRPs and theses in the Open Research Repository and assisting Graduate Admissions with GPA calculations
• Maintain current knowledge and comprehensive understanding of relevant University policies, procedures and practices, as well as currency and knowledge of best practices in relation to the student advising function
• Maintain strict compliance with university regulations regarding privacy and confidentiality and other relevant policies and procedures
• Attend and support SGS and university events such as convocation and orientation as requested
• Assist the Director & Associate Registrar, Graduate Studies and Dean, Graduate Studies with other tasks, duties and special projects as assigned contributing to the successful operation of the School of Graduate Studies.

• Post-secondary degree or equivalent; a graduate degree in an arts and design-related field is an asset
• Two (2) years of administrative student facing work experience, preferably in a University or College department dealing with graduate-level programming
• Excellent technical computing skills, including the ability to create documents, forms and templates using Microsoft Office Suite and appropriate Adobe programs; ability to create accessible PDFs and documents
• Proven ability to meet deadlines and work well with high volume, pressure and changing priorities
• Demonstrated commitment to student service
• Excellent interpersonal and oral and written communication skills
• Demonstrated attention to detail, organizational skills, and the ability to take initiative
• Familiarity with databases, with a demonstrated ability to learn in-house programs and systems
• Demonstrated commitment to the principles of equity and diversity, and experience promoting a respectful work and learning environment for students, staff and faculty
• Flexibility in work hours; must be willing and able to work occasional evenings, as required

OCAD University