Coordinator, Graduate Programs

WESTERN UNIVERSITY; London; On-site; CAD 64,000 - 91,000; Full time

Job summary

Western University in London, Ontario is seeking a Coordinator, Graduate Programs to manage day-to-day operations of the Graduate Programs Office within the Faculty of Education. You will ensure high-quality academic and administrative services supporting graduate students, faculty, and leaders across all programs.

The role requires an undergraduate degree, at least five years in graduate education administration, and strong knowledge of policies and workflow improvements.

Qualifications

• Undergraduate degree in Business Administration, Education, Public Administration, or related field.
• 5 years experience in graduate education administration or related post-secondary environment.
• 5 years experience interpreting policies, procedures, and regulations.
• Experience supervising staff and projects preferred.

Responsibilities

• Coordinate day-to-day operations of the Graduate Programs Office.
• Provide operational leadership to Graduate Affairs Assistants.
• Develop standardized processes and documentation.
• Support program design and new initiatives to improve service delivery.

Skills

Policy interpretation

Operational coordination

Staff leadership

Communication skills

Education

Undergraduate degree (BA/BS or equiv)

Tools

PeopleSoft

Salesforce

Brightspace

Microsoft Office

Job description

The base salary will be $63,730 - $90,820 per annum. Starting salary will be aligned with the successful candidate’s experience, skills, and demonstrated qualifications.

Please note, this is a 1-year temporary full-time contract opportunity.

Secondments are Welcome

Click here for more details on secondment opportunities.

About Western

Since 1878, Western University has been committed to serving our communities through the pursuit of academic excellence and by providing students, faculty, and community members with life-long opportunities for intellectual, social, and cultural growth. We seek excellent students, faculty, and staff to join us in what has become known as the "Western Experience" - an opportunity to contribute to a better world through the development of new knowledge, new abilities, new connections, and new ways to make a difference.

About Us

The Graduate Programs Office provides administrative leadership and support for graduate students across Research Intensive and Professional Programs, supporting students from admission through completion while promoting high-quality student experiences, operational excellence, and strong collaboration with faculty and campus partners.

Responsibilities

The Coordinator, Graduate Programs will be responsible for facilitating the day-to-day operations of the Graduate Programs Office, ensuring the effective delivery of academic and administrative services that support graduate students, faculty, and academic leaders across all graduate programs within the Faculty of Education. The Coordinator will provide operational leadership to assigned Graduate Affairs Assistants by coordinating workloads, monitoring service delivery, resolving operational and student issues, and ensuring graduate processes are completed accurately, consistently, and in accordance with School of Graduate & Postdoctoral Studies, Faculty, and University requirements. The role will identify opportunities to improve operational efficiency, develop standardized processes and documentation, and implement workflow improvements that strengthen service delivery. The Coordinator will contribute to the design of programs and their courses, participate in developing strategies related to new program initiatives, and ensure the successful implementation of all aspects of the programs.

Qualifications

Education:

• Undergraduate degree in Business Administration, Education, Public Administration, or a related field
• Project Management or process improvement training considered an asset preferred

Experience:

• 5 years experience in graduate education administration, student services, academic administration, or a related post-secondary environment
• 5 years experience interpreting and applying policies, procedures, and regulations in a complex administrative environment
• Experience supervising staff and projects preferred

Knowledge, Skills & Abilities:

• Advanced understanding of administrative processes and operational coordination within a complex post-secondary or graduate education environment
• Ability to coordinate and oversee multiple operational processes simultaneously while maintaining accuracy, consistency, and service quality
• Ability to provide operational guidance, training, and support to staff while fostering collaboration, accountability, and consistency in service delivery
• Ability to identify operational risks, workflow inefficiencies, and service concerns and implement practical solutions and process improvements
• Ability to interpret and apply SGPS regulations, University policies, Faculty procedures, and funding guidelines within a graduate education environment
• Ability to exercise sound judgment, discretion, and professionalism when handling confidential, sensitive, or complex student matters
• Strong organizational and project coordination skills with the ability to manage competing priorities and deadlines in a high-volume environment
• Strong analytical and problem-solving skills with attention to detail and process accuracy
• Ability to build and maintain positive working relationships with students, faculty, staff, and campus partners
• Ability to communicate clearly and professionally with diverse groups through verbal, written, and virtual communication methods
• Ability to support and contribute to continuous improvement initiatives, workflow redesign, documentation development, and operational change management
• Intermediate to advanced computer skills in Microsoft Office Suite, particularly Excel, Word, Outlook, and Teams
• Experience using student information systems, database systems, learning management systems, and reporting tools such as PeopleSoft, Salesforce, and Brightspace
• Ability to work independently and collaboratively within a team environment while supporting broader departmental and Faculty goals

Western Values Diversity

The University invites applications from all qualified individuals. Western is committed to employment equity and diversity in the workplace and welcomes applications from women, members of racialized groups/visible minorities, Indigenous persons, persons with disabilities, persons of any sexual orientation, and persons of any gender identity or gender expression.
Accommodations are available for applicants with disabilities throughout the recruitment process. If you require accommodations for interviews or other meetings, please contact Human Resources or phone [phone].

Please Note:

This position is an existing vacancy. This position is fully in-person, on-site. We thank all applicants for their interest; however, only those chosen for an interview will be contacted.