Clerical Assistant, Graduate Programs Assistant

Nature of Work: Reporting to the Manager, Academic Programs, the Graduate Program Assistant provides comprehensive administrative support for the School of Environment and Sustainability (SENS) graduate programs and oversees all related processes. Work is completed and conducted in a manner that ensures confidentiality and accuracy. This position must act in a professional manner to ensure a well-functioning and efficient team is in place to support graduate programs and students. This position works in an environment of multiple competing demands, requires specialized knowledge and understanding of all graduate programs and policies. Responsibilities include managing varied and complex tasks and exercising independent decision-making within established policies. Effective and accurate exchange of factual information or the referral of issues and information to others is required. The incumbent must be able to prioritize and meet deadlines and ensure deadlines of other members of the graduate support team are met. The role requires a broad understanding of graduate program administration and strong collaboration with the graduate chair, school leadership, faculty, students, staff, the University community and various stakeholders. All work is carried out in adherence to University, SENS, and College of Graduate and Postdoctoral Studies (CGPS) policies and procedures.

Typical Duties and Accountabilities: The Graduate Program Assistant coordinates and advises on all aspects of the academic portfolio as follows.

• Coordinates and manages a high volume of graduate applications and inquiries, accurately calculates transcripts, and oversees the admissions process from application to admission—ensuring that all communication and interactions are accurate, timely, and courteous
• Plan, lead, and undertake annual Classbuild activities and responsibilities
• Assist with all aspects of graduate student registration—prompting graduate students to register for classes, answering student inquiries, and confirming registration in required courses for every term
• Provide administrative support and process advice for the SENS Admissions & Awards Committee including (but not limited to) taking minutes, preparing application packages for consideration for SENS scholarship and award considerations (e.g., 75th Anniversary Scholarships, Masters and PhD Graduate Scholarship, Travel Awards, etc.), drafting and send out scholarship award letters, collecting scholarship renewal reports and working with Finance SBA to maintain accurate scholarship records
• Staying up to date on current SENS, CGPS, and USask policies and procedures, advises the Graduate Chair, Awards & Admissions Committee, and graduate students concerning procedures, policies, and scholarships
• Provide contact information for university support services to students as required
• Working as a team with the Manager, Academic Programs and the Academic Programs Advisor, plan and deliver student orientation in August
• Set up and monitor SLEQ evaluations
• Plan and organize annual composite boards and photo-taking
• Perform general office duties—including serving as the first point of contact for inquires received through the general telephone line and email addresses, acting as the key holder, assisting with grade entry when required, booking rooms for events, signing out student computers, and collecting and recording student photo/video releases
• Participate on the Undergraduate Programs committee and act as program advisor or the Undergraduate Certificate in Sustainability
• Assist (when required) other SENS Graduate Administrative staff to ensure the smooth flow of graduate academic operations
• Communicates and acts in a respectful and professional manner, collaborates effectively, abides by policy, and contribute to a positive and productive work and learning environment
• Other duties as assigned

QUALIFICATIONS

Education: Completion of Grade 12 and a recognized one-year post-secondary business/administrative program. An equivalent combination of education and experience may be considered.

Experience: Minimum 3–5 years of office experience in a university setting is required, preferably working in a graduate program area. Knowledge of the SENS, CGPS, and USask policies and procedures would be an asset. A detailed understanding of admissions, awards, application procedures, registration processes, convocation and a wide range of student services and academic programs would also be an asset.

Skills: Excellent interpersonal, communication, organization and time-management skills; ability to set priorities, be self-motivated and proactive; work independently with minimal supervision; demonstrated ability to support school level administrator and to work effectively with confidential and sensitive information; ability to communicate effectively with a diverse population of faculty, staff and students; highly developed problem-solving abilities; proficiency in minute taking, scheduling meetings and drafting correspondence; solid understanding of the academic environment and graduate program, as well as knowledge of the policies and procedures of CGPS is essential; ability to use electronic documentation and tracking systems; openness to training in new systems as required; ability to foster and encourage congeniality in a large, diverse school; and comfortable in a role of confidant to students.