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The Opportunity

Halifax, NS
Administrative
Experienced
Full-time

Position: Program Assistant (NSGEU Local 79)

Department: Faculty, Graduate Studies & Research

Annual Salary: $37,797 - $44,769 (Group 6)

The Program Assistant reports to the Graduate Studies Officer and is the primary contact for graduate students, prospective students, academic departments and the internal SMU community. The position will provide guidance to prospective graduate applicants and current graduate students on university processes; organize, track and report on graduate admissions and scholarship management; approve and disburse scholarships directly to student accounts in Banner; approve admission decisions, enter information into Banner and generate admission letters. The position acts as a liaison between FGSR and Graduate Program Coordinators, and Enrolment Services Staff and students to resolve admission, registration and scholarship issues. The position prepares official student files; coordinates graduate student records throughout the admission, registration and graduation process.

What you'll do

Responsibilities

Duties as the Program Assistant include, but are not limited to:

  • Coordinating and maintaining confidential Graduate Admission Application Processing application files.
  • Responding to information requests via email, phone, and in person.
  • Advising on required documents and program admission requirements.
  • Inputting and maintaining admission documents received in Banner.
  • Coordinating files and matching supporting documents.
  • Advising applicants on language requirements and reviewing English Language Proficiency test scores.
  • Advising Program Coordinators if applicants meet language and/or other admission requirements.
  • Liaising between FGSR, Program Coordinators, Enrolment Services with respect to files and documents.
  • Acting as a liaison with Program Coordinators to achieve and maintain procedural compliance with FGSR regulations, policies and procedures.
  • Assisting departments with managing and resolving student issues in all admission processes.
  • Reviewing applications with recommendations for acceptance from Program Coordinators and bringing files to the attention of the Graduate Studies Officer if applicant does not meet admission requirements.
  • Responding to emails, phone calls, and walk-ins in regards to application status, program inquiries, and dropping off supporting application documents.
  • Liaising with Program Coordinators on academic regulations, policies and procedures.
  • Liaising with Program Coordinators about specific student files and answers questions regarding admission requirements and supporting documents.
  • Verifying the authenticity of submitted applications by contacting universities and references.
  • Verifying language test scores and GRE test scores by contacting test administrators.
  • Coordinating responses from universities and references with appropriate files.
  • Bringing files to the Graduate Studies Officer and Dean, FGSR if documents have been reported as fraudulent.
  • Reviewing rejected files, by program, to confirm the rejection decision.
  • Preparing and sending letters of rejection to unsuccessful applicants on behalf of the Dean, FGSR.
  • Processing visiting student applications.
  • Approving admission decisions made by Program Coordinators.
  • Coordinating and maintaining applications and entering admission decisions in Banner.
  • Preparing and sending admission letters on behalf of the Dean of FGSR.

What you'll need

Qualifications

To be the successful Program Assistant you will possess a minimum of a one (1) year Community College diploma and one (1) to two (2) years of directly related experience. University experience and/or experience in an academic setting will be considered an asset. You will further demonstrate highly developed oral and written communication skills; international experience and intercultural competence; professional judgment and discretion; and strong analytical skills. Extensive knowledge of Microsoft Office Suite is necessary.

A little bit about us

Saint Mary’s University

Saint Mary's University is one of Canada's top primary undergraduate universities--known for its international collaborations, leadership in entrepreneurship, and research that benefits local and global communities. Our programs in Arts, Science, Graduate Studies and the Sobey School of Business are among Canada's best and feature professors who are committed to the success of their students. Saint Mary's provides our 7,000 students with a place that fosters possibility, excellent research opportunities, and distinguished graduate and professional programs combined with a caring community. Nestled in the heart of Halifax, Nova Scotia, on Canada's east coast, Saint Mary's University is marked by iconic buildings, green spaces and fresh ocean air. The Saint Mary's University community is committed to a prosperous future for the world-a world without limits.

Learn more about working at Saint Mary's University here and follow us on LinkedIn, Facebook, Twitter and Instagram!

Are you interested?

Work With Us

Apply for this opportunity online by visiting www.smu.ca/employment and use our online application system through CareerBeacon. Select the position you are interested in and apply by clicking the "Apply Now" button. Please include the names of three professional references. No telephone calls please.

Competition Opens: March 7, 2019 Competition Closes: March 15, 2019

Saint Mary's University hires on the basis of merit and is committed to the principles of employment equity. Saint Mary's University encourages applications from qualified women, visible minorities, Aboriginal people, and people with disabilities. Preference will be given to Canadian citizens and permanent residents of Canada.

Saint Mary's University thanks all applicants for applying. Only those selected for interviews will be contacted.

Saint Mary's University promotes a Healthy Campus including a Scent-Free environment and a Smoke-Free Campus