Professional Graduate Program Coordinator
University of Western Ontario
London, Ontario, Canada
2d ago


The Professional Graduate Program Coordinator supports the day-to-day administrative, financial, and logistical functions of Professional Education initiatives in the Faculty of Science, reporting to, and in collaboration with, the Associate Dean, Graduate and Post-Doctoral Studies.

The incumbent works in collaboration with Program Directors, administrative, and technology staff from the Faculty of Science, as well as staff, faculty members and leaders from other Western Faculties to ensure that the delivery, continuous improvement, and sustainable expansion of professional initiatives will be governed by well-defined and clearly communicated processes.

The Coordinator ensures that leaders, faculty and students within the programs have the necessary support, information, documentation and resources and acts as a first point of contact for all internal and external inquiries regarding admissions, student academic issues, program progression, and other related policies and procedures.

The incumbent is responsible for coordinating and managing schedules and events related to the program, assists with recruitment efforts, supports the program's budget development processes and subsequent monitoring, and in the development of communications and marketing materials aimed at enhancing the reputation and awareness of the programs.

Education :

  • Undergraduate Degree in a relevant discipline
  • Master’s degree would be an asset
  • Experience :

  • 3 years’ experience providing administrative support and coordination of graduate programs in a higher education institution
  • Experience providing project management, program planning and coordination within a graduate program in a higher education setting is preferred
  • Knowledge, Skills & Abilities :

  • Familiarity with Science education, programs, and academic policies and procedures would be an asset
  • Knowledge of general office procedures with familiarity with best practices for assessing, developing and implementing new business processes and procedures
  • Familiarity with financial budgeting principles and practices with the ability to ensure expenditures and resources are within allotments, and to make appropriate modifications when required
  • Verbal and written communication skills to clearly express ideas in an objective manner, and adapt communication style to suit the situation and audience with an ability to make presentations to various stakeholders
  • Ability to analyze and synthesize sizable amounts of detail / data and to write clear, concise and accurate procedural documentation
  • Ability to work in a manner that models best practices in confidentiality standards
  • Ability to apply creativity, innovation and resourcefulness to daily work
  • Capacity to support and demonstrate openness to persons of diverse backgrounds and beliefs
  • Ability to understand customer needs and expectations and provide excellent customer service to directly and indirectly satisfy expectations
  • Attention to detail with an ability to retrieve, analyze and synthesize sizable amounts of data, while ensuring that information is accurate and comprehensive
  • Commitment to ongoing professional development with a desire to take on new challenges
  • A well-defined sense of diplomacy, including solid negotiation and conflict resolution skills
  • Discretion, tact and maturity to deal with highly confidential subjects or issues
  • Ability to multi-task and maintain an organized and effective personal work environment
  • Capacity to consider issues from the perspective of others
  • Ability to work within a flexible schedule to accommodate the University’s events and activities
  • Ability to listen, inform, explain, and advise students on academic processes and regulations
  • Intermediate computer skills in Microsoft Office Suite, content management systems (such as Cascade) and specialized applications / databases (such as PeopleSoft Higher Education, HR and Finance)
  • Interpersonal skills to liaise with prospective and current students, staff, faculty and other members of the Western community
  • Ability to handle complex, ambiguous situations with diplomacy, calmness and good judgment
  • Ability to lead and develop rigorous recruitment processes, ensure on-going training and development, and performance management
  • Ability to plan and manage events of various sizes; familiarity with large scale events an asset
  • Proven ability and natural inclination to develop relationships by interacting with people in a professional, respectful and diplomatic manner
  • Ability to work independently and effectively as a member of the team to achieve department goals
  • Familiarity with University policies and procedures preferred
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