A Brief Overview

Reporting to the Programs Manager, the Graduate Program Assistant is responsible for the daily administration and operation for Graduate Programs within the School of Nursing. The incumbent acts as a departmental resource person for the Graduate Programs and is responsible for important customer/client service functions with program students and stakeholders. The Graduate Program Assistant may also receive direction from the Associate Director (Graduate Programs) and the Vice-Dean (Health Sciences) and Director, School of Nursing.

The Graduate Program Assistant collaborates with the Marketing & Communications Assistant to engage prospective students and stakeholders across a variety of social media platforms and digital medium; responds to engagement inquiries in a timely manner. Oversees event planning activities for the Graduate Programs including venues, accommodation, catering, materials, marketing and correspondence. Oversees event planning activities for the Graduate Programs including venues, accommodation, catering, materials, marketing and correspondence. Supports Graduate Programs admissions by engaging with prospective applicants, responding to admissions inquiries, preparing admissions documents, preparing admissions management software (Salesforce) for each new admissions cycle, collaborating with Nursing IT support to ensure software is properly up to date before each admission period begins, and initiating admission files. Works collaboratively with Graduate Program Coordinators to ensure ongoing effective program delivery. Recommends and participates in the implementation of revisions to administrative procedures in Graduate programs.

This position acts as the first point of contact for students, staff, faculty, and the general public regarding admissions, status of applications, registration, degree lists, and graduate program policies and procedures. This position provides support for admissions and/or registration processes including confirming receipt of admissions documentation, gathering and uploading the application data into databases, and generating reports. This position also provides general administrative support including reception services, mail distribution, office supply inventory, and scheduling rooms.

What you will do

• • Acts as the first point of contact for students, staff, faculty, and the general public regarding admissions, status of applications, registration, degree lists, and graduate program policies and procedures.

• • Supports admissions and/or registration processes including confirming receipt of admissions documentation, gathering and uploading the application data into databases, and generating reports.

• • Provides general administrative support including reception services, mail distribution, office supply inventory, scheduling rooms, filing, monitoring email accounts, confirming security clearances, and arranging for identification photos.

• • Provides support in areas such as applications for accommodation, and coordinating thesis defenses and/or examinations.

• • Maintains student files including grades, academic change forms, exams, thesis proposals and/or oral thesis defenses.

• • Coordinates the promotion of awards including supporting the selection process, submitting payment request forms and/or issuing letters.
  • Acts as a first point of contact and provides administrative support to committee(s).

• • Updates department websites.

• • Supports program recruitment including attending conferences, preparing marketing materials, and updating program communications.

• Other duties as required in support of the department and/or unit.