Graduate Program Coordinator

Brock University; St. Catharines; On-site; CAD 62,000 - 99,000; Full time

Benefits offered by this job

Health & dental benefits

Pension plan

Vacation: up to 3 weeks

Hybrid work arrangements

Tuition waiver program

Job summary

Brock University is seeking a Graduate Program Coordinator to manage graduate program operations across recruitment, admissions, academic advising, and program delivery. The role supports high-quality student experiences while ensuring compliance with academic policies and standards.

Reporting to the Associate Dean, Research and Graduate Studies, the coordinator will handle course scheduling, milestones, and grade submission, while coordinating with faculty and campus partners.

Qualifications

• Knowledge of academic advising principles, models, and counselling approaches.
• Understanding of graduate curriculum, course requirements, prerequisites, and scheduling within the Faculty.
• Knowledge of university policies, regulations, strategic priorities, programs, services, and systems.
• Awareness of various collective agreements.
• Proficiency with computer systems and software applications.
• Ability and willingness to learn and adapt to emerging technologies, including AI tools and platforms.
• Knowledge of privacy legislation (e.g., FIPPA).
• Promotes and embodies inclusiveness and respect within the workplace and the broader community.
• Strong communication and interpersonal skills, including active listening and clear written/verbal communication.
• Excellent writing, grammar, editing, and proofreading skills.
• Ability to coach, mentor, and motivate students, including identifying risk and making appropriate referrals.
• Demonstrates empathy, discretion, and professionalism when handling sensitive or confidential situation.
• Self‑motivated with the ability to work independently and collaboratively.
• Strong organizational, prioritization, and multitasking skills, with accurate record‑keeping practices.
• Effective problem‑solving skills with the ability to adapt and apply new knowledge quickly.
• Ability to interpret and apply academic policies, regulations and governance documents.

Responsibilities

• Coordinate administrative delivery of graduate programs and ensures effective implementation of academic processes, compliance, and data integrity.
• Coordinate program operations, including course scheduling, registration support, academic milestone tracking, and grade submission.
• Administer key academic processes (e.g., comprehensive exams, thesis proposals, defenses), ensuring adherence to policies, timelines, and quality standards.
• Facilitate communication between Graduate Program Directors, supervisors/co-supervisors, and students regarding academic requirements, program milestones, timelines, and progression concerns.
• Supports the end-to-end graduate recruitment and admissions lifecycle to ensure a high-quality applicant pool and efficient, compliant admissions processes.
• Delivers recruitment activities, including outreach, presentations, and information sessions (in-person and virtual), to attract qualified applicants.
• Provide accurate, timely guidance to prospective applicants on program offerings, requirements and admissions processes.
• Administer admissions processes, including issuing offers/declines and maintaining accurate applicant records and data.
• Provide comprehensive academic advising and proactive student support to promote progression, engagement, and timely degree completion.
• Advise prospective and current students on program requirements, course selection, policies, and academic pathways.
• Build and maintain effective working relationships with faculty, academic leaders, and campus partners to coordinate student support, exchange information, and resolve issues impacting student progression.
• Identify gaps or inefficiencies in curriculum, processes, and student supports, and recommend practical improvements to enhance student success, retention, and service delivery.

Skills

Academic advising

Communication skills

Organization

Multitasking

Data integrity

Privacy (FIPPA)

Collaboration

Problem solving

Education

Related degree

Graduate degree (preferred)

Tools

Computer systems

Job description

Brock University is located on the traditional territory of the Haudenosaunee and Anishinaabe peoples, many of whom continue to live and work here today. This territory is covered by the Upper Canada Treaties and is within the land protected by the Dish with One Spoon Wampum Agreement. We are one of Canada’s outstanding comprehensive universities, where excellence and innovation thrive!Brock has been proudly recognized as a Hamilton-Niagara Top Employer for eight consecutive years. Brock continues to earn recognition as one of Canada’s Best Employers and one of Canada’s Best Employers for Diversity in 2026. For the second consecutive year, Forbes, in partnership with Statista, also named Brock one of Canada’s Top Employers for Company Culture. At Brock, you will find a welcoming, inclusive community and an exciting range of meaningful career opportunities. Ignite new possibilities for your career. Break through at Brock. Post End Date: September 7, 2026 at 11:59 PM

This job advertisement is to fill an existing vacancy in the Administrative Professional (Employee Group).

About the Role

Reporting to the Associate Dean, Research and Graduate Studies, the Graduate Program Coordinator is responsible for coordinating graduate program operations across recruitment, admissions, academic advising, and program delivery. The role ensures a high-quality student experience while supporting faculty and maintaining compliance with academic policies and standards.

The Graduate Program Coordinator will

• Coordinate administrative delivery of graduate programs and ensures effective implementation of academic processes, compliance, and data integrity;
• Coordinate program operations, including course scheduling, registration support, academic milestone tracking, and grade submission;
• Administer key academic processes (e.g., comprehensive exams, thesis proposals, defenses), ensuring adherence to policies, timelines, and quality standards;
• Facilitate communication between Graduate Program Directors, supervisors/co-supervisors, and students regarding academic requirements, program milestones, timelines, and progression concerns;
• Supports the end-to-end graduate recruitment and admissions lifecycle to ensure a high-quality applicant pool and efficient, compliant admissions processes;
• Delivers recruitment activities, including outreach, presentations, and information sessions (in-person and virtual), to attract qualified applicants;
• Provide accurate, timely guidance to prospective applicants on program offerings, requirements and admissions processes;
• Administer admissions processes, including issuing offers/declines and maintaining accurate applicant records and data;
• Provide comprehensive academic advising and proactive student support to promote progression, engagement, and timely degree completion;
• Advise prospective and current students on program requirements, course selection, policies, and academic pathways;
• Build and maintain effective working relationships with faculty, academic leaders, and campus partners to coordinate student support, exchange information, and resolve issues impacting student progression;
• Identify gaps or inefficiencies in curriculum, processes, and student supports, and recommend practical improvements to enhance student success, retention, and service delivery.

This position requires flexibility to work outside of traditional business hours, including evenings and weekends, to support students across different time zones and to meet program, recruitment, and operational needs.

Key Skills and Experience

• A degree in a related discipline or the equivalent combination of education and experience;
• Knowledge of academic advising principles, models, and counselling approaches;
• Understanding of graduate curriculum, course requirements, prerequisites, and scheduling within the Faculty;
• Knowledge of university policies, regulations, strategic priorities, programs, services, and systems;
• Awareness and understanding of various collective agreements;
• Proficiency with computer systems and software applications;
• Ability and willingness to learn and adapt to emerging technologies, including AI tools and platforms;
• Knowledge of privacy legislation (e.g., FIPPA);
• Promotes and embodies inclusiveness and respect within the workplace and the broader community;
• Strong communication and interpersonal skills, including active listening and clear written/verbal communication;
• Excellent writing, grammar, editing, and proofreading skills;
• Ability to coach, mentor, and motivate students, including identifying risk and making appropriate referrals;
• Demonstrates empathy, discretion, and professionalism when handling sensitive or confidential situation;
• Self‑motivated with the ability to work independently and collaboratively;
• Strong organizational, prioritization, and multitasking skills, with accurate record‑keeping practices;
• Effective problem‑solving skills with the ability to adapt and apply new knowledge quickly;
• Ability to interpret and apply academic policies, regulations and governance documents.

Preferred or Asset Skills

• Administrative and academic advising experience within a graduate education setting;
• Graduate degree.

Salary and Total Rewards

• Job Grade K, Salary Scale ($62,115-99,384);
• Target Hiring Range: $62,115-$70,000*.

Permanent position that includes

• Health & Dental Benefits: Comprehensive extended health, dental, and vision coverage.
• Pension Plan: Enrollment eligibility in the Brock University Pension Plan.
• Vacation: Up to 3 weeks per year, in addition to university holidays.
• Flexible Work Arrangements: Hybrid work schedule available.
• Professional Development: Eligibility for the Brock Tuition Waiver Program.
• *The final salary is based on experience, internal equity, and budget considerations within the target hiring range.
• We are committed to offering flexible work arrangements where possible as outlined in our Flexible Work Arrangement Policy.
• As a student‑centered organization, all employees are required to work on campus as needed.

Brock University is committed to creating a respectful and equitable workplace. We strive to foster a culture of diversity and inclusion in our work and learning environments. We welcome applications from all qualified individuals and actively encourage applications from women, people with disabilities, members of the 2SLGBTQIA+ community, Indigenous Peoples, people who identify as Black, African and/or Caribbean, as racialized and/or as from ethnic and cultural minority groups, and other underrepresented demographic groups at Brock and in the Niagara region. Brock also recognizes intersectionality and the interconnected identities, histories, and experiences of these aforementioned groups.

We are committed to inclusive and barrier‑free recruitment, and we accommodate the needs of applicants throughout all stages of the recruitment process, as outlined in our Employment Accommodation Policy and consistent with the requirements of the Ontario Human Rights Code. Please contact [e-mail] if you require a disability related accommodation so we can ensure your participation needs are met.

Brock University does not use AI Technology at any stage of the recruitment process. We appreciate all applications received. Candidates that are selected for an interview will be contacted.

Learn more about Brock University by visiting www.brocku.ca.

Brock University is a comprehensive institution with rich academic programs and world‑class research activity. Located in Ontario’s scenic Niagara region on the traditional territory of the Haudenosaunee and Anishinaabe peoples, Brock is situated in a UNESCO Biosphere Reserve. With nearly 600 full‑time faculty members and researchers, Brock's robust academic scope offers more than 70 undergraduate programs and 50 graduate programs in seven dynamic Faculties. The University’s 19,000 students come from across Canada and around the world. Brock’s renowned student experience is enriched by an emphasis on experiential education, as illustrated by community partnerships, volunteerism and one of Ontario's largest and most successful co‑op programs. Learn more at brocku.ca.