Graduate Student Advisor

This competition is open to all applicants however internal candidates and applicants who were former employees of the University of Alberta in the past 18 months will be given priority consideration before external candidates. Please indicate your internal status using the "Advertisement" drop down menu when applying.

This position is an Auxiliary Monthly position for a one (1) year duration.  The position works 35 hours per week, Monday – Friday, 7 hrs./day 08:30am to 04:30pm September to April and 08:00am to 04:00pm May to August.  This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits .

The Graduate Student Advisor provides support to the Faculty of Nursing’s graduate program by providing first point of contact to incoming, current and prospective students; coordinates the admission process, awards/ scholarship processes, and course scheduling; and supports the work of several graduate student related committees (i.e. admissions).

In all facets of this role, this position endeavors to integrate and advance the University’s commitments to equity, diversity and inclusivity.  This position understands, fulfills, and promotes the health, safety and environment responsibilities identified in university policy.

Duties:

Program Coordination:

• Provides support to Faculty Committees concerned with Graduate Student Admissions, Courses and Awards.
• Reviews and updates Faculty graduate studies information on the website.
• Serves as a liaison with the Faculty of Graduate Studies & Research (FGSR).
• Prepares program course timetable in conjunction with Department Administrators and updates and maintains University Calendar.
• Contributes to preparation of program and budget statistics and provides information for annual program reports, unit review, and program accreditation.  
• Coordinates annual orientation and training (ethics) for incoming students.  
• Coordinates professional development programs for students to meet FGSR requirements. 
• Monitors admission statistics.

 Application Assessment and Offers:

• Processes graduate student applications.
• Calculates admission Grade Point Average (AGPA) from institutions around the world, converting to the U of A's grading system, using standardized weighted average conversion methods. 
• Supports the review and ranking of applicants and provides advice to admissions committees on admission to programs.  
• Prepares offer letters to individual graduate student applicants and advises unsuccessful applicants.
• Prepares all FGSR forms associated with the administration of a graduate student's program, supervisory and examining committees, results of examinations, scholarship nominations, inviting external examiners, etc.  

Program Advising and Graduate Student Policy interpretation

• Provides advice and information to students about scheduling courses, registration, and other administrative matters.
• Responds to students' queries/concerns about their program, program supervision, course registration, etc.
• Uses the appropriate system to do course enrollments, grade changes, generate unofficial transcripts, reports, calculate GPA's, fee payments, etc. 
• Interprets Faculty and University graduate regulations; liaises on behalf of students, faculty staff, Associate Dean with FGSR regarding student program requirements and exceptional situations.  

RA/TA payments and Scholarships/Assistance

• Coordinates scholarship and award applications and graduate teaching assistantships.
• Prepares spreadsheets of payments to students from various sources of funds, especially different types of scholarships and assistantships.
• Uses financial reports to reconcile student payroll distribution, program operating expenses, students' travel expenses, etc.  
• Supports the human resource policies and practices that are consistent with the GSA collective agreement.

Program Decisions:

• Counsels and advises students with regard to maintaining registration, withdrawing from program, leaves of absence, program extensions and best course of action  Facilitates requests from graduate students for Leaves of Absence.  

Program Completion, Thesis Defense and Convocation

• Verifies that required courses, ethics, teaching and other program requirements for students are met prior to examinations being held.  
• Coordinates scheduling of examinations with faculty committees and students for candidacy and final oral examinations.  
• Coordinates all procedures for comprehensive, candidacy and thesis final examinations, ensuring that students, staff and external examiners are aware of all policies, procedures and deadlines.

 Qualifications:

• High school diploma supplemented by completion of a post-secondary office administration program; an undergraduate degree is preferred.
• Three to five years of related experience in a post-secondary environment.
• Experience with PeopleSoft (OASIS) application highly desirable.
• Solid working knowledge of MS Office applications (Word, Excel, Access, PowerPoint and Outlook).
• Ability to effectively present information through oral and written communication.
• Ability to work cooperatively within a team environment with strong interpersonal skills to effectively liaise with internal and external contacts to achieve results.
• Proven ability to adhere to multiple and overlapping deadlines.
• Strong organizational and time management skills.
• Ability to understand and apply basic statistical formulas and create reports.

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.