Graduate Secretary

University of Victoria; Victoria; On-site; CAD 45,000 - 60,000; Full time

Job summary

The University of Victoria’s Department of Mechanical Engineering seeks a Graduate Secretary to support the Graduate Program Director and the department’s graduate and professional programs. You will serve as the first point of contact for faculty, staff, and current and prospective graduate students, coordinating with Graduate Studies and Admissions and Records.

Responsibilities include processing applications, admitting students, advising on regulations, maintaining files and reports,

Qualifications

• Secondary school diploma or equivalent.
• Experience in an administrative/support role is preferred.
• Familiarity with university systems and departments is ideal.

Responsibilities

• Process and distribute graduate applications.
• Admit graduate students.
• Advise graduate and prospective students on regulations.
• Set up and maintain graduate files, lists, reports and spreadsheets.
• Process graduate awards and nominations.
• Prepare statistical information on graduate programs.
• Track and schedule candidacy and oral exams.
• Monitor graduate students’ progress.
• Process graduate support payments and teaching appointments.
• Provide coverage during absences and support to Reception/Undergraduate Secretary.

Skills

Organizational skills

Time management

Multitasking

Communication skills

Judgement and problem solving

Interpersonal and cross-cultural comms

Independent working

Attention to detail

Critical thinking

Education

Secondary school diploma

Tools

MS-Office Suite

SharePoint

Banner

Adobe Creative Suite

GrApple

FAST

Content management systems

Job description

This position serves the Department of Mechanical Engineering as Graduate Secretary and provides administrative support to the Graduate Program Director and to the department’s graduate and professional programs. The Graduate Secretary serves as first point of contact/resource person for faculty, staff, and current and prospective graduate students. Acting as a liaison with a variety of departments across campus, and working closely with Graduate Studies and Graduate Admissions and Records, the Graduate Secretary supports the administration related to graduate students and their programs.

Specific responsibilities include but are not limited to: processing and distributing graduate applications; admitting graduate students; advising graduate students and prospective students with interpretation of relevant departmental, program and university regulations; setting up and maintaining graduate files, lists, reports, and spreadsheets; processing graduate awards and nominations; preparing statistical information on various aspects of graduate programs in the department; tracking and scheduling of candidacy and oral exams; monitoring graduate students’ progress; and processing graduate support payments and graduate student teaching appointments.

In addition, this position provides coverage during extended absences and back-up support to the Reception/Undergraduate Secretary and Assistant to the Chair.

Experience

This role requires a minimum of one (1) year of administrative support or administration experience or equivalent, preferably in a post-secondary or institutional environment or an equivalent combination of education, training and experience.

Preference Will Be Given To Applicants With

• Experience with UVic information systems.
• Experience working with Graduate Admissions and Records, Faculty of Graduate Studies, FAST, Banner, and SharePoint.

Knowledge/Skills/Abilities

• Demonstrated commitment to valuing the principles of truth, reconciliation and respect, equity diversity and inclusion, and contributing to an inclusive working and learning environment.
• Excellent organizational and administrative skills including attention to detail, time management, and ability to multi-task in a fast-paced environment.
• Ability to work independently with limited supervision and resolve tasks and/or problems by exercising judgement, and employing critical thinking and/or analysis.
• Ability to prioritize a large workload and deal with frequent interruptions.
• Ability to exercise initiative, good judgement, tact, and diplomacy.
• Advanced proficiency with computer applications (i.e. MS-Office Suite, GrApple, Adobe Create Suite, content management systems).
• Ability to communicate effectively and tactfully both verbally and in writing with all levels of university administration, faculty, students, staff and the public using excellent interpersonal and cross-cultural communication skills.
• Ability to accurately interpret and clearly explain complex policies and procedures.
• Ability to establish and maintain effective working relationships in a diverse environment.

Specialized Knowledge/Education

Secondary school diploma or equivalent.