Coordinator, Professional Graduate Programs and Masters of Medical Sciences Program

WESTERN UNIVERSITY; London; On-site; CAD 55,000 - 75,000; Full time

Job summary

Western University in London, Ontario, seeks a dedicated Coordinator for the Professional Graduate Programs and Masters of Medical Sciences Program to support graduate education operations.

The role provides administrative coordination, admissions assistance, and outreach across the MMS and related professional programs, working closely with faculty, students, and University partners to ensure smooth program delivery and an exceptional student experience.

Qualifications

• 5 years of experience providing administrative coordination, program administration, or student services support.
• Experience developing and interpreting academic policies and procedures.
• Experience supporting graduate or professional graduate programs.
• Experience coordinating admissions, recruitment and enrolment activities.
• Experience administering budgets and preparing operational reports.

Responsibilities

• Support administrative procedures and operational processes for existing and emerging professional graduate programs.
• Serve as the primary resource for prospective and current students, faculty, and university partners.
• Support MMS program and other professional graduate programs.
• Develop strategies to recruit and outreach, including coordinating recruitment activities.
• Support strategic planning and implementation across the professional graduate program portfolio.

Skills

Administrative coordination

Program administration

Student services support

Stakeholder communication

Education

Undergraduate Degree

Tools

Cascade CMS

PeopleSoft

Microsoft Office

Job description

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Coordinator, Professional Graduate Programs and Masters of Medical Sciences Program

Department Basic Medical Sciences Undergraduate Education

Employee Group

Employee Group PMA - Professional and Managerial Association

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 Basic Medical Sciences Education Office supports the delivery and continuous improvement of graduate programs within the Basic Medical Sciences portfolio at the Schulich School of Medicine & Dentistry. Working collaboratively with academic leadership, faculty members, students, and University partners, the Office provides comprehensive operational and administrative support for all aspects of program delivery, including admissions, student services, academic administration, financial administration, communications, and continuous quality improvement.

The Master of Medical Sciences (MMS) is a course-based graduate program that provides students with an advanced understanding of the basic medical sciences through an innovative learning model. Rather than traditional semester-based courses, the curriculum is delivered through sequential learning blocks that allow students to focus on one core area of study at a time, promoting deeper learning and the integration of knowledge before progressing to the next area of study. The program relies on close collaboration between the Academic Program Director, faculty members, guest lecturers, and administrative staff to ensure the successful delivery of a high-quality student experience.

The Basic Medical Sciences Education Office partners with the Academic Program Director to support the operational delivery of the Master of Medical Sciences (MMS) program, coordinating the administrative, academic, financial, technological, communications, and logistical activities required to ensure the successful delivery of the program and an exceptional student experience. The Office supports all aspects of the student lifecycle, from recruitment and admissions through graduation, while fostering collaboration among faculty members, guest lecturers, students, and University partners.

In addition, the Office collaborates with the Dean's Office to coordinate Faculty-wide graduate recruitment initiatives and provides operational support for admissions and recruitment activities across professional graduate programs within the Basic Medical Sciences portfolio, as assigned. The Office also supports the implementation and ongoing delivery of new professional graduate programs and strategic initiatives, developing administrative processes and operational practices that promote consistency, efficiency, continuous quality improvement, and high-quality, student-centred program delivery.

Responsibilities

Reporting to the Associate Director, Basic Medical Sciences Education, the Coordinator, Professional Graduate Programs and Masters of Medical Sciences Program is a key member of the Basic Medical Sciences Education Office accountable for supporting professional graduate programs within the Basic Medical Sciences portfolio. The role effectively and efficiently develops, implements, and supports administrative procedures and operational processes related to existing and emerging professional graduate programs. The Coordinator acts as a primary resource for prospective and current students, faculty members, academic leaders and University partners, and provides support for the Masters of Medical Sciences (MMS) Program and other professional graduate programs. The role contributes to the development, implementation and evaluation of strategies and processes related to student recruitment and outreach, admissions, enrolment management, communications, and other activities related to graduate education within the Faculty. The Coordinator will further develop strategies to support graduate student recruitment and outreach, including researching best practices, recommending new initiatives, designing recruitment activities and coordinating their implementation. The role contributes directly to Faculty priorities related to professional graduate education through the implementation of new initiatives, development of administrative processes and support of strategic planning activities across the professional graduate program portfolio.

Qualifications

Education:

• Undergraduate Degree in a relevant discipline

Experience:

• 5 years of experience providing administrative coordination, program administration, or student services support within a post-secondary or similarly complex environment
• Experience developing, implementing and interpreting academic policies, procedures and administrative processes preferred
• Experience supporting graduate or professional graduate programspreferred
• Experience coordinating admissions, recruitment and enrolment-related activitiespreferred
• Experience administering budgets and preparing operational reportspreferred

Knowledge, Skills & Abilities:

• Knowledge of general office procedures
• Familiarity with financial budgeting and Human Resources principles and practices
• Demonstrated ability to develop, implement and continuously improve administrative processes, procedures and service delivery models
• Ability to research, analyze and recommend solutions to complex operational and program-related issues
• Demonstrated ability to exercise sound judgment and work independently within a framework of Faculty and University policies
• Ability to build collaborative relationships with academic leaders, faculty members, administrators and external stakeholders
• Demonstrated ability to coordinate multiple projects and initiatives simultaneously while managing competing priorities
• Strong analytical and reporting skills, including the ability to interpret metrics and use data to support decision-making and continuous improvement
• Proven ability to multi-task and prioritize with an eye to consistently producing high-quality work and meeting deadlines in a demanding environment
• Ability to work strategically, tactically and operationally
• Excellent verbal and written communication skills and confidence dealing with all levels of an organization
• Creative problem-solving skills and sound professional judgment, especially regarding confidential and sensitive matters
• A well-defined sense of diplomacy, including solid negotiation and conflict resolution skills
• Ability to listen, inform, explain and advise students on academic processes and regulations
• High degree of professionalism with outstanding ability to work effectively and efficiently with internal and external clients at all levels of the organization
• Ability to analyze and synthesize sizable amounts of detail and data
• Proven ability to interpret and explain academic and administrative policies and procedures
• Ability to plan and manage events of various sizes
• Intermediate computer skills in Microsoft Office; knowledge of content management systems (such as Cascade) for website maintenance and of HR systems (such as PeopleSoft) preferred
• Familiarity with University policies and procedures preferred

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.