Job Description

Reporting to the Manager and Associate Registrar, Graduate Studies, the Academic Governance and Completion Coordinator, Graduate Studies is responsible for providing administrative support to curriculum development, curriculum and Senate sub-committees, Institutional Quality Assurance Process (IQAP) processes and the coordination and tracking of reporting from the School of Graduate Studies (SGS). The Academic Planning and Completion Coordinator plays a key role related to student completion including the coordination of exhibitions, defences and submission to the Open Research Repository.

Summary of Responsibilities:

• Coordinate all aspects of thesis exhibitions and defences including booking spaces, inviting external examiners, distributing thesis documents to committees and tracking approvals and outcomes in accordance with university policy.
• Develop and deliver information sessions about thesis / Major Research Project/Paper (MRP) format requirements and submission process
• Liaise with the Research Ethics Board (REB) and encourage compliance with REB policies and reporting requirements
• Coordinate the deposit of MRPs and theses in the Open Research Repository
• Track timelines to completion and notify the Office of the Registrar when students have reached the maximum number of terms. Identify students with delayed completion times and work with their Graduate Program Directors to connect students with appropriate resources and supports
• Enter grades for MRP and thesis courses
• Act as the secretary to the Senate Graduate Studies Committee (SGSC), Graduate Program Committees and ad hoc committees as required, distributing meeting packages, drafting agendas, taking minutes, and ensuring that approved motions or actionable items are implemented and communicated to the appropriate Senate committees
• Provide administrative support to the following processes: IQAP, Graduate Faculty Membership, supervision tracking, curriculum changes and new program development
• Provide clear and effective information to students and faculty pertaining to policies, procedures, requirements, and dates and deadlines
• Support the coordination of faculty and course scheduling requirements for submission to the Office of the Registrar.
• Develop and maintain accurate automated and manual filing systems; perform general clerical duties, as required
• Support the updating of content for sections of the OCAD U website pertaining to Graduate Studies
• Maintain current knowledge and comprehensive understanding of relevant University policies, procedures, and practices, as well as currency and knowledge of best practices in academic policies, administration, and governance processes
• Maintain strict compliance with university regulations regarding privacy and confidentiality and other relevant policies and procedures
• Assist the Manager and Associate Registrar, Graduate Studies with other tasks, duties and special projects as assigned contributing to the successful operation of the School of Graduate Studies

Qualifications:

• Post-secondary degree or equivalent; a graduate degree in an arts and design-related field is an asset
• A minimum of three (3) years of administrative experience preferably in a University or College department dealing with graduate-level programming
• Excellent technical computing skills, including the ability to create documents, forms and templates using Microsoft Office Suite and ability to create accessible communications documents
• Proven ability to meet deadlines and work well with high volume, pressure and changing priorities
• Demonstrated commitment to client service, specifically students, staff, faculty and external contacts
• Excellent interpersonal and oral and written communication skills
• Demonstrated attention to detail, organizational skills, and the ability to take initiative
• Demonstrated ability to learn in-house programs and systems
• Demonstrated commitment to the principles of equity and diversity, and experience promoting a respectful work and learning environment for students, staff and faculty
• Flexibility in work hours; must be willing and able to work occasional evenings, as required

Compensation: Hiring Range - $54,158.84 to $61,965.30 per annum, commensurate with experience, plus benefits; Salary Range - $54,158.84 to $71,191.96 per annum.

Hours of Work : Total of 35 hours per week. The incumbent in this role will be expected to report to work on campus.

Please review the for all up-to-date information regarding COVID-19 protocols.

OCAD University\xe2\x80\x99s vaccine mandate will be in abeyance until further notice. However, to ensure continuity of teaching, learning and campus activities throughout the year, the University expects all students, staff and faculty to maintain up-to-date vaccination records.

Application Deadline: Interested applicants are invited to submit an updated resume, with a cover letter by selecting "Apply Now" below. The review of applications will begin immediately and will continue until the position has been filled.

As an employer committed to employment equity, we encourage applications from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, and persons of all sexual orientations and gender identities/expressions.

We encourage members of designated equity-seeking groups to self-identify within the voluntary Applicant Questionnaire .

In order to alleviate the under-representation of racialized and Indigenous administrators, priority in hiring will be given to qualified racialized and Indigenous persons who self-identify as such in the application process. This initiative is a special program under the Ontario Human Rights Code.

OCAD University is committed to providing an inclusive and barrier free experience to applicants with accessibility needs. Requests for accommodation can be made at any stage during the recruitment process. Please People & Culture for more information or refer to

All qualified persons are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted.

OCAD University