Graduate Program Administrator

This competition is restricted to internal applicants of the University of Alberta. Please indicate your internal status using the "Advertisement" drop down menu when applying.

The School of Dentistry welcomes you to apply to the Graduate Program Administrator auxiliary opportunity.

Reporting to the Director, Student & Academic Services, the Graduate Program Administrator will be responsible for the administration of the School of Dentistry's graduate program's initiatives. This position is primarily responsible for the administration of graduate clinical specialization programs and postgraduate programs (general practice residency - GPR) within the School. This position is also responsible for the management of applications, admissions, graduate assistantships, academic progression, scholarships and awards, graduation, enrollment projections, annual reporting, and all administrative operations related to these processes. The incumbent is the first point of contact for potential graduate and postgraduate applicants, registered students and faculty members with respect to the MSc, PhD, and General Practice Residency (GPR) programs. This position provides support for the department's Graduate Studies Committee (GSC). This position is responsible for accreditation reporting. This includes the oversight and management of data collection and reporting requirements.

High-level Duties

• Responsible for the administration of the department's clinical graduate programs and postgraduate clinical programs.
• Provides expert guidance, advice, information, and knowledge sharing in the interpretation of policy and procedures (SOD, MSGP and FGSR) as related to clinical graduate studies Oversees the class schedule for clinical graduate courses.
• Reviews previous year's schedule, to create the course master plan for the various clinical graduate streams for the upcoming year, including the cohort schedules for clinical programs.
• Coordinates all functions related to the admission of graduate applications to the Dentistry clinical programs for review by the Graduate Committee.
• Aware of FGSR policies and deadlines regarding thesis, ethics training & professional development requirements, time-limits and program extensions, candidacy, final oral examinations, and convocation for clinical programs. Creates, updates, and maintains the Clinical Graduate Program Student Manuals, in consultation with the Clinical Graduate Program Directors.
• Updates and maintains University Calendar as related to Dentistry Graduate clinical Programs.
• Creates and maintains spreadsheets and databases, integrating multiple sources of data to support the Associate Chair, Graduate Studies and clinical program Directors in their decision making.
• Coordinates all functions related to the admission of graduate applications to the non-clinical Dentistry programs for review by the Graduate Committee.
• Updates and maintains University Calendar as related to non-clinical Dentistry Graduate Programs.
• Creates and maintains spreadsheets and databases, integrating multiple sources of data to support the Associate Chair, Graduate Studies and program Directors in their decision-making for non-clinical programs.
• Organizes meetings, recruiting information sessions, student orientations, welcome receptions, student conferences, and other program related activities on behalf of the graduate program(s).
• Advises prospective applicants and current department graduate students on program requirements for admission; such as minimum grade point averages, English language requirements, document requirements and deadlines, university policies, application procedures, registration processes, course offerings, schedules, student academic programs, candidacy examination process, thesis defense and submission, scheduling of supervisory committee meetings, candidacy exams and thesis defenses. Coordinates site visits, including scheduling all meetings and itineraries as related to the Specific Graduate Program.
• Responsible for the collection and compilation of site-specific data as required for various accreditation processes (annual).
• Liaise directly with accrediting agencies as to accreditation requirements, report submission and site visit scheduling and needs.
• Manages accreditation materials collection: notifies stakeholders of deadlines and key dates; maintains project timeline(s); and special needs related to accreditation.

Qualifications

• Minimum completion of an undergraduate degree is required
• Minimum 3 years’ experience in post-secondary student administration experience is an asset; equivalent combinations of education and experience will be considered 
• Knowledge of University of Alberta, Department, Faculty and FGSR’s policies and procedures
• Knowledge of advising, accreditation, admissions and scholarship methods, policies and procedures
• Good understanding of working in a clinical academic environment supporting the graduate education process and standards
• Ability to make timely decisions and act on individual initiative
• Ability to meet multiple deadlines and balance numerous projects while maintaining a perspective on long-term program goals
• Experience with Google apps and Proficient in Microsoft Office suite software; experience in PeopleSoft is required, experience with GSMS program an asset
• Strong general technological skills with a willingness to learn new tools and software applications 
• Strong at establishing professional relationships with graduate students, fostering valuable service and improving the student experience
• Strong communication (verbal and written), interpersonal, and organizational skills 
• High level of accuracy and attention to detail
• Superior time management skills
• Commitment to providing a high level of customer service 
• High degree of tact, discretion, and appreciation for confidentiality 

This position is for 1 year with a possibility of extension and offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits .

COVID-19 Vaccination: Proof of full vaccination against COVID-19 in compliance with the University’s COVID-19 Vaccination Directive. Fully Vaccinated means a status an individual achieves 14 days after having received the recommended number of doses of a COVID-19 vaccine approved by Health Canada or the World Health Organization, and requires the individual to maintain the recommended number and type of vaccine doses as updated and required by Health Canada thereafter.

Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.