Research Graduate Programs Coordinator

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Job Requisition ID:

2026-03013

Time Type:

Full time

Employee Group:

Staff

Job Category:

Academic Administration

Employment Type:

Temporary

Department:

Faculty of Health - School of Public Health Sciences - Research Graduate Programs

Hiring Range:

$56,494.16 - $70,617.70

• Posting Information:
• This posting is for an existing vacancy.

Term - 1 year

The internal posting deadline for this position is Friday, October 16 at 11:59PM.

Job Description:

Primary Purpose

The Research Graduate Programs Coordinator (RGPC) provides service to enhance the effective and efficient delivery for the research graduate programs student experience at the School of Public Health Sciences (SPHS). The incumbent reports to the Research Graduate Programs Manager (RGPM) and works closely with the Associate Director-Research Graduate Programs (AD-RGP), as well as liaising with the program faculty, Faculty of Health Dean’s office, Graduate Studies and Post-doctoral Affairs (GSPA) office, the Centre for Extended Learning, and the UW library. A significant aspect of the job is the coordination of research graduate academic counselling and advising, application and admissions procedures, and being the primary point of contact for prospective, transferring and current research graduate students during their tenure in SPHS.

The incumbent is expected is expected to be part of an effective team concerned with all aspects of the research graduate programs and to perform the duties of the position within established policies and procedures and according to an established calendar of events, under minimal supervision with instructions from the Research Graduate Programs Manager, the Associate Director-Research Graduate Studies as well as the Administrative Officer.

Key Accountabilities

Graduate Programs Coordination and Administrative Responsibilities

Provide administrative support to the RGPM, AD-RGP and Administrative Officer

Coordinate with the RGPM to ensure the smooth day-to-day, term-to-term, and year-to-year operation of the SPHS research graduate degree programs within established policies and procedures and according to the established calendar of events

Responsible for tracking and disseminating information to graduate students on all graduate matters including program information and requirements, events, and professional opportunities

Maintain all graduate student records and progress reports to facilitate the generation of data required by the AD-RGP to examine student progression and plan for advancement

Provide administrative support as an active member to the RGPM, the AD-RGP, the Research Graduate Programs Executive Committee, the Research Graduate Programs Admissions Committee, the SPHS School Council meetings and other committees/meetings as assigned, to facilitate the coordination and delivery of all aspects of the graduate research programs. Support relating to various committees includes meeting agendas, booking meetings, recording minutes, and monitoring the implementation of all decisions and action items

Review reports generated by and for the GSPA, for problems, omissions, and accuracy, reporting discrepancies

Create/manipulate custom queries using Quest data extracts to obtain information for admissions, student academic progress, graduate milestones, etc.

Utilize available resources and information to create projections, timelines, prepare statistical reports and analysis of short and long-term goals to assist the Associate Director and Research Graduate Programs Manager to make program related decisions

Coordinate the collection of GRA and GRS information on a term-by-term basis from faculty members

Create and update new fillable forms using Adobe Acrobat Pro

Manage and process student forms to facilitate change of enrolment status approvals and course add/drop requests

Create, maintain, and monitor term progress reports using Qualtrics and Quest to facilitate the generation of information required by the Research Graduate Programs Manager and the Associate Director, Research Programs and to monitor student advancement

Assist in the coordination of MSc thesis proposals and defenses and PhD comprehensive examinations and proposals, processing required documents, assisting with room bookings and audio-visual equipment

Work closely with the AD-RGP to ensure policies and procedures are followed and inform supervisors and the AD-RGP when milestones or program requirements have not been met.

Manage and coordinate fob permit activations and records for SPHS

Prepares all sessional, adjunct, and cross-appointment paperwork and distribute for review and approvals of all required parties

Student Advisement

Provide confidential advising to students of their individual course and program/plan selection within the context of their educational goals during the academic cycle (guidelines, course requirements, milestones, etc.) in accordance with University policies and procedures. Responses can be by telephone, in-person, and in writing; sensitive to the needs of a wide client base including internal/external transfer students, international students, and students registered with AccessAbility

Contact for students in crisis. Provides immediate direction to students in a sensitive and confidential manner (academic concerns or personal matters). Connects students with appropriate campus resources and support (Ex. Counselling Services, Accessibility Services, UW Campus Police, Here 24/7, Good2Talk, etc.)

Assists with reviewing academic progression of students, including annual progress reports, in the research graduate programs and their intent to graduate. Work closely with the Graduate Studies Records team to implement the course progression changes required

Advise students on scholarship opportunities, procedures for applications, guidelines, deadlines, providing updates and disseminate information to students with respect to their eligibility

.Manage enrolment permissions, course overrides and Ontario (Canadian) Visiting Graduate Student (OVGS, CUGTA) applications and requests

Respond to inquiries from potential and existing graduate students. This includes advising undergraduate students interested in graduate studies, and all domestic and international applicants. Special attention is required for International and Permanent

Resident students who are new to Canada or individuals with Accessibility concerns

Admissions

Coordinate the application and admission procedures of 150+ applications, communicating with applicants to verify personal data, academic history, transcripts, and other application documents. Using the OnBase system, ensure compliance to program requirements, the distribution of acceptance/rejection letters, the generation of conditions if necessary, and communicating the details of admission

Navigate complex international credentials and averages transcripts to verify they meet the Ontario admission standards in accordance with GSPA policies and procedures

Manage the admissions spreadsheet to ensure proper function of complex excel formulae to monitor applicants through the admissions process and track offers and acceptances

Analyze admission statistics and trends to provide the Research Graduate Programs Manager and Research Graduate Programs Admission Committee with information and data to inform current and future admission procedures, develop admissions timelines to track the admission process and cre