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PACS Administrative Officer and Graduate Studies Coordinator

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Conrad Grebel University College is a liberal arts college founded by the Mennonite church and affiliated with the University of Waterloo. The mission and programs of Grebel are rooted in and inspired by its Christian identity and its Anabaptist/Mennonite heritage. Grebel offers undergraduate, graduate, and community education programs in peace and conflict studies, music, theological and religious studies, and Mennonite studies. It also has a residence which houses approximately 175 university students. Grebel is also home to the Kindred Credit Union Centre for Peace Advancement (CPA).

General Scope

The PACS Administrative Officer and Graduate Studies Coordinator at Conrad Grebel University College (Grebel) is responsible for managing the administrative processes of the PACS office and the Master of PACS (MPACS) program, and is a liaison among the many people and academic units affected by these operations.

This position requires a good understanding of the practices and procedures of Grebel and the University of Waterloo (UW) and the ability to contribute significantly to the creation of a hospitable environment for students and a collegial climate within the College community.

In general, the ADMINISTRATIVE OFFICER AND GRADUATE STUDIES COORDINATOR FOR PEACE AND CONFLICT STUDIES will carry out two main roles. 

  • As Administrative Officer, administer and support the PACS Department under the supervision of the Chair
  • As Graduate Studies Coordinator, assist the Graduate Advisor and/or Chair  in managing the MPACS program

Departmental Data

The PACS Department serves approximately 200 students in PACS undergraduate (UG) academic plans and between 12 and 18 Graduate students (GS) each year. In addition, there are approximately 1200 students who take PACS undergraduate courses per year.

Specific Responsibilities

Administrative Officer Responsibilities

  1. Perform other duties from time to time as assigned by the Director of Operations
  2. Contribute to a hospitable and collegial climate for all members of the College community
  3. Assist the Chair in the planning, implementation, and assessment of the activities of the PACS office
  4. Meet regularly and provide general support to the Chair including scheduling meetings, recording minutes, monitoring projects, drafting correspondence and reports, filing,  and other general office duties
  5. Facilitate the work of the PACS Administrative Group (PACSAG)
  6. Meet and offer assistance to guests of the PACS office
  7. Set dates, book rooms, assist in developing agendas, and draft minutes for meetings of the PACS Administrative Group and PACS Faculty Committee
  8. Maintain department records including meeting agendas, minutes and department documents
  9. Annually review departmental files and box and deliver f​iles suitable for archiving to the Grebel Archives
  10. Destroy non-essential records and students records so as to fully comply with Freedom of Information and Protection of Privacy Act (FIPPA).
  11. Assemble materials for the PACS Department and MPACS Annual Reports
  12. Annually assemble copies of all MPACS syllabi for courses taught during the academic year
  13. Assist the Chair in developing the annual MPACS teaching plan.
  14. Annually review and update PACS general policies, procedures, and manuals.  
  15. Take primary responsibility for organizing and promoting PACS events.  Some public events will be organized and promoted in collaboration with the Grebel Conference, Bookings, and Events Coordinator and/or personnel in the KINDRED Centre for Peace Advancement
  16. Initiate and coordinate PACS communication in collaboration with other PACS staff (who have primary responsibilities for specific areas) and Grebel communications staff (who have primary responsibility for overall College communication). 

Graduate Studies Coordinator Responsibilities

  1. Responsible for managing MPACS promotional activities as outlined in the strategy (e.g. attending Graduate Fairs, coordinating e-mail blasts, coordinating online ads)
  2. Develop MPACS promotional materials and resources (such as online videos and posters) together with the PACS Chair and Marketing and Communications staff.
  3. Prepare and distribute feedback mechanisms (e.g. surveys) to track why applicants and students choose or do not choose MPACS
  4. Organize, promote, and facilitate an information session every Fall term for prospective students of the program
  5. Communicate with potential graduate students in response to inquiries
  6. Communicate with current graduate students regarding program requirements, course schedules, scholarships, etc.
  7. Use appropriate social media tools to keep current students and alumni connected to each other and the department (e.g. LinkedIn, FaceBook, listservs)
  8. Create and regularly refresh material for the MPACS website to ensure that content about people, programs and events is up-to-date and that information is accessible
  9. Co-supervise and support the PACS Communications Assistant to compile a list of events, conferences etc. for the MPACS bi-weekly bulletin
  10. Prepare annual report for the MPACS program as part of the PACS department’s annual report.
  11. Manage the admissions process for MPACS in collaboration with the Chair and/or Graduate Advisor, the MPACS Admissions Committee and the UW Graduate Studies Office (GSO).
  12. Advise prospective students regarding their online application procedures
  13. Respond to queries from prospective students concerning their particular interests and ways in which academic progression within the program might help them to fulfill their professional and academic aspirations
  14. Arrange prospective student interviews to facilitate the MPACS Admissions Committee’s selection process
  15. Manage the OnBase MPACS application process.  Review all applicant files as they are complete, and offer a preliminary categorization of applicants (e.g., international/domestic, admissible/inadmissible) to the Chair and/or Reviewer(s) for decisions and action. 
  16. Calculate all degree averages of applications using the Graduate Studies Admission Placement Guide
  17. Communicate admission decisions of the MPACS Admissions Committee to applicants
  18. Communicate with current students regarding matters such as schedules, courses offerings, registration processes, and enrolment status changes.
  19. Inform students of financial assistance available through scholarships, bursaries and loans, and advise them on making applications for support through Grebel, UW, Ontario Graduate Scholarships, SSHRC, and other awards
  20. Organize and present all MPACS orientation materials during Fall orientation week.
  21. Organize social functions to strengthen the student cohort
  22. Co-Organize and facilitate the Peace Innovators Forum lunch series by inviting and hosting guest speakers and developing schedules for Fall and Winter terms while adhering to the approved budget
  23. Advocate for graduate students in response to diverse needs and requests for assistance (obtaining permission to enrol in courses, addressing concerns about academic or student experiences, directing international students to support offered by the university, etc.)
  24. Advise students who wish to take course requiring more assistance including, PACS 621: Peace Research, PACS 623: Peace Readings, and PACS 626: Conflict Resolution Skills Training
  25. Manage course waitlists for MPACS courses that are in high demand
  26. Provide specific orientation and advisement to international students as they navigate the Canadian education system.
  27. In consultation with the Graduate Advisor and/or Chair, monitor student academic progressions in order to meet degree requirements, including reviewing transcripts of current students on a regular basis
  28. Advise student on writing course petitions in order to request to have external courses count towards their MPACS degree
  29. Work with students to ensure that all necessary paperwork and online processes are completed correctly (e.g., changing enrolment status, adding or dropping a course, providing permission numbers for permission-only courses)
  30. Manages all administrative aspects of the Marking Assistant and Peace Scholar Research positions assignment in the department  Maintain and strengthen, together with other relevant Grebel staff,  the connections between Grebel and MPACS alumni through special events, print and e-communication, and various social media
  31. Develop and maintain a student record system that provides adequate reports on all aspects of the MPACS program
  32. Review and maintain PACS Graduate Studies Calendar on a regular basis
  33. Maintain and update the MPACS Graduate Student Handbook with policies and procedures to assist students, faculty and staff
  34. Coordinate the MPACS scholarship process,  by assisting students with the process and, in consultation with the Graduate Advisor and/or Chair, completing award recommendations to the Scholarships and Bursary Committee
  35. Initiate and assist with special projects that will enhance the MPACS program and the success of its students and faculty (i.e. Program Reviews, Rotary Peace Centre)
  36. Prepare necessary paperwork with the Graduate Advisor for program related changes for GAG
  37. Attend GAG meetings as a non-member and report back to the Graduate Advisor if he or she cannot attend
  38. Other duties related to the College program, as assigned.

Position Requirements

  • Support for the identity and mission of Conrad Grebel University College.
  • Familiarity with University of Waterloo policies and procedures

Education

  • At minimum, have completed an undergraduate degree, preferably as a major or minor in one of Grebel’s academic programs

Skills/Experience

  • Experience coordinating multiple activities in a busy office is preferred
  • Significant international experience and cross cultural sensitivity is an advantage
  • Demonstrated initiative, with the ability to work by objective with minimal direct oversight is required
  • Exceptional attention to detail and commitment to accuracy is required
  • Competency in basis statistical analysis and data management is required
  • Full reliability in matters requiring discretion and confidentiality is required

Technical

  • Strong competence in word processing (WordPerfect, Microsoft Word), website maintenance (Drupal and Contribute) spreadsheets (Microsoft Excel), database management (Microsoft Access), and on-line learning environments (LEARN) is required
  • Excellent interpersonal and public relations skills to work productively and collegially with College faculty, staff, students, University personnel, College constituents and guests is required
  • Proven excellence in research and writing is required

Working Relationships

The incumbent will work closely with:

  • PACS Undergraduate Academic and Administrative Officer and Internship Coordinator
  • Conflict Management Certificate Program Manager
  • The Centre for Peace Advancement Coordinator

Reports to: Chair of PACS

Grade & FTE: USG 5, FTE 1.0 (35/wk)

Download the job description (PDF)

Application Information:

Applications will be accepted until the position is filled but will be reviewed starting Monday, September 17, 2018. Applications should be directed to:

Paul Penner
Director of Operations
Conrad Grebel University College
140 Westmount Road N.
Waterloo ON  N2L 3G6
eppenner@uwaterloo.ca 

Start date is as soon as possible.