Support Staff Employment Opportunity

Secretary PL4 (Graduate Studies Coordinator)

Faculty of Science UNB Fredericton

Competition #:#116-12.13Closing Date:January 24, 2013 4:30PM
Employment Group:S.A.L.A.C.Salary or Rate:$17.97 - $21.02 per hour
Employment Date:(tentative)As soon as possibleHours per Week:Full-Time (36.25 HPW)
Position Length:(tentative)ContinuingFunding:University Budget

Additional Notes

A completed UNB Application Form is required (including resume):


The Faculty of Science has approximately 150 graduate students in 5 departments. This position will serve the needs of the Faculty of Science’s graduate programs; the incumbent will liaise directly with the Dean, Directors of Graduate Studies, and related Faculty and Staff.
Representative Responsibilities
• Establish and maintain up to date graduate student files and database including database maintenance.
• Calculate and prepare graduate student payment forms (GRA, GTA GAA & RA) and keep updated spreadsheet on funded students.
• Organize comprehensive exams, thesis proposals, and oral examinations for graduate students.
• Assist and inform graduate students with graduate procedures, regulations and registrations.
• Prepare regular and detailed reports for the Dean and Directors of Graduate Studies for student enrolments, program progress and completion requirements.
• Review and process MSc & PhD applications through the On-line Admissions system.
• Process NSERC PGS-M & PGS-D applications for each departments ranking.
• Provide administrative support to the Directors of Graduate Studies, which include, but is not limited to, composing correspondences for signature, processing graduate forms (course registration, transfer requests, status changed, address change, withdrawals, defense forms), and graduate course changes.
• Liaise with School of Graduate Studies on a regular basis.
• Liaise with Registrar’s office, Residential Life to book rooms for proposals, defenses, and comprehensive exams.
• Schedule appointments and meetings; prepare meeting material and organize graduate events (i.e. annual advising reports).
• Provide information regarding MSc & PhD admission requirements via email, phone, or in person.
• Provide statistics to the Dean and Directors of Graduate Studies on MSC/PhD enrolment and amount of funds spent in GTA & GRA.
• Assist new graduate students with the transition to graduate life and be the first point of contact for all graduate enquiries and issues.
• Assist with job postings and maintain all Contract Academic Instructors files for graduate programs in an organized manner.
• Prepare and upkeep files associated with course changes, order course books and filing.
• Other relevant administrative tasks as assigned by the Dean and/or Directors of Graduate Studies.
• High school graduation supplemented by relevant post-secondary diploma, certificate in administrative or secretarial studies.
• Minimum of 3-5 years related experience in a progressively responsible position.
• Proven computer application skills including Microsoft Office and Adobe software, as well as database and website management programs.
• Ability to multitask, work independently at a rapid pace with accuracy, analyze and solve problems, make decisions and meet deadlines.
• Ability to work independently, accurately, and responsibly with minimal supervision, as well as work within a team environment.
• Excellent interpersonal skills and communication skills. Ability to interact effectively, pleasantly, tactfully, and confidentially.
• Knowledge of the Datatel systems, UNB e-Services and familiarity with University Policies and Procedures would be an asset.
• Basic financial accounting skills, including international transactions.
• Knowledge of the educational community would be an asset.
• Willingness to assume new tasks in an active academic unit.


For more information, please contact:

UNB Fredericton
Human Resources Room 102
Physics & Admin. Building
Fax: 506-453-4611

UNB Saint John
Financial & Admin. Services
Room 114/115, Oland Hall
Fax: 506-648-5714

We thank all applicants for their interest but wish to advise that only those selected for an interview will be contacted.
Applications will be accepted ONLY until the end of regular business hours on the closing date.