Job Description

Graduate Office
Thunder Bay
Full-time
Permanent

Overview

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The Faculty of Graduate Studies, a fast-paced service delivery office that supports Graduate Programming. We are seeking a highly organized, proactive and collaborative Administrative Assistant to support the Dean, staff, current Graduate students and applicants. A basic knowledge of Lakehead Graduate programming is essential to ensure smooth operation within the Faculty. The role provides opportunities for growth and professional development. An exploration of communication, recruitment and collaboration with academic units is essential to ensure the Faculty of Graduate Studies meets all enrolment targets.


A fast-paced office that requires the ability to multitask, manage competing priorities and work collaboratively with the Faculty of Graduate Studies team.

Responsibilities

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Assistant to the Dean and Manager, FGS (25 %)

Provide executive level administrative support to the Dean and Manager of Graduate Studies on a wide variety of complex, sensitive and confidential issues through coordination of meetings, records keeping, and management of schedules. Manage the extensive and challenging schedule of the Dean and Manager by identifying priorities and organizing workflow to ensure the most effective use of their time. Act as the fist point of contact for the Dean, Manager, and Office of Graduate Studies providing support to faculty, staff, and students. Provide administrative support to the Dean, Manager, and Office of Graduate Studies by organizing meetings and taking minutes as required. Compose, edit, and proofread correspondence, memos, minutes, and other documentation Provide assistance to the staff within the Faculty of Graduate Studies as required. This includes processing funding letters for continuing students, assistance with uploading supporting documents to the online application, guiding applicants on the process of applying, providing technical support to applicants experiencing difficulties applying to the online application. Assist in producing admission response documents during peak times and other related duties as they arise. Collect, record, and submit monthly and annual attendance for all staff reporting to the Manager of Graduate Studies. Process invoices, cheque requisitions, credit card statements, and budget transfers. Monitor and orders office supplies, equipment and printing services. Hold the office credit card and manage statements to ensure they are paid on time. Assist in coordinating interviews and interviewing new staff as needed.

Administrative and Student Duties (35%)

Collect and process Graduate Assistant Assignment of Work forms on behalf of the Dean to ensure all records are kept in accordance with the CUPE Collective Agreement. Following up with departments to collect the forms or inform the department when changes need to be made. Collect and process forms from graduate students including withdrawal forms, leave of absence forms, and time extension forms. Manage updates to the website and social media accounts including Twitter, Instagram, and Facebook through Hootsuite software. On a per term basis and in conjunction with Enrollment Services, complete an analysis of students not registered and develop next steps for each student. This includes reviewing their student profiles, transcripts, as well as reaching out the the department and student directly. Provide support with the general Graduate Studies email account that can receive emails in excess of 150 per day at peak times. Emails are predominantly coming from potential applicants and current applicants. Develop, maintain and manage all graduate student records to facilitate the generation for information required by Graduate Officers and to monitor students progress. Manage and maintain graduate studies forms; ensure timely and regular updates to these forms as required Provide students with funding forms which includes checking registration, and providing next steps to the student Be knowledgeable on and advise students as well as faculty on FGS regulations as well as program specific regulations. Respond to applicant queries regarding program specific admission criteria Work directly with international and domestic students in responding to admission status and application system questions. Comprehensive knowledge of the Minimum Academic Standing Regulations in order to provide guidance to current students Produce all correspondence regarding change in student status, verification of student status within Graduate Studies, verification of student funding

Planning and Coordination (20 %)

Provide support to the Manager in organizing the annual Graduate Student Orientation. Organize, plan and execute the Three Minute Thesis, Three Minute Research and Graduate Student Poster Competition as part of Research and Innovation Week. This involves corresponding with the office of Research Services, Conference Services, TSC, as well as other faculty and staff. The Administrative Assistant must create registration forms, advertise the events and registration, collect and organize registration information, book spaces, organize technology, secure judges, and ensure the smooth execution on the day of the events. Create and maintain highly detailed spreadsheets and files, with extensive coordination and data sharing between departments and faculties as needed. Maintain and manage files relating to the Faculty of Graduate Studies Membership for Masters and Doctoral core and non-core status. This involves consistent communication with departments to ensure all faculty involved in the education process of graduate students hold appropriate membership. Departments must be informed of the policies and procedures pertaining to membership and they must be informed when membership is expiring. The incoming membership requests need to be processed accordingly and letters issued. This also includes maintaining records for faculty members and updating adjunct and cross-appointed faculty listings, informing faculty of Membership Requests Develop and maintain a comprehensive electronic records-management system to ensure that various aspects of student records and other essential matters are secure and readily retrievable. Coordinate meetings relating to student issues with the Dean and other parties while maintaining confidentiality Assist the Dean in organizing a Graduate Coordinator Orientation to ensure all Graduate Coordinators are equipped with pertinent information to best assist students. Organize and advertise various professional development activities and workshops for students with the Dean of Graduate Studies.

Thesis & Dissertation Coordination

(

10

%)

Provide comprehensive administrative coordination to ensure all thesis/dissertation documents are handled with care and urgency. Clearly and accurately communicate with students and staff regarding regulations and timelines for thesis/dissertation submission Ensure the approval of external examiners by the Dean of FGS. Prepare appropriate documentation and send dissertations to external examiners. This includes tracking the dissertation to ensure it is submitted to FGS and returned to the academic department in a timely fashion. Follow-up with examiners and provide any information required so the review can be completed in a timely manner. Process final thesis/dissertation documents, add the student to the graduands list (if applicable), and send their information to Enrolment Services. Send thesis/dissertation to the library for publishing. If under embargo, work with the Library to ensure embargo is honored and lifted at the correct time.

Faculty of Graduate Studies Council (10 %)

Hold monthly time extension/leave of absence committee meetings and then bring decisions to the Faculty of Graduate Studies Council for approval. Next, code the time extensions and leave of absence requests into the system, issue letters to the students, and inform departments. Keep updated records of all members of the FGSC and ensure mailing list is up to date. Send correspondence to all members of FGSC regarding meetings Take minutes at the meeting and ensure any action items are brought to the attention of the Dean Prepare the meeting agenda, minutes, TE/LOA agenda, and any additional documents required. Take attendance during the meeting and organize technology required to hold the meeting over Zoom or in person. Coordinate with any FGSC guests to ensure they have everything they need (technology).

Qualifications

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Proficiency in Microsoft Office, Colleague/Datatel, Adobe, SMApply, Google drive, social media platforms, Canva, and have the ability to adapt and learn new systems and software quickly Excellent Communication, interpersonal, and customer service skills are required Exceptional attention to details and time management skills are required The ability to make decisions and adapt to situations is required Strong organizational and problem solving skills are also required The ability to work under pressure in a busy office with frequent interruptions and short deadlines is required The ability to work within a diverse environment and handle matters with confidentiality is required The ability to work with others using tact and diplomacy The ability to represent the office and Lakehead University in a friendly, courteous, and professional manner The ability to work well as part of a team as well as independently with minimal direction and supervision in a fast-paced and dynamic environment

Benefits Information
Why Lakehead
Application Deadline:
Wednesday, July 9, 2025 - 11:59pm
Salary:
Level 8: 50,668.80 - 59,841.60

Contact Information:
humanres@lakeheadu.ca
Reference Number:
COPE-25-10

Application Deadline:
Wednesday, July 9, 2025 - 11:59pm
Salary:
Level 8: 50,668.80 - 59,841.60
Yes, eligible for benefits
Contact Information:
humanres@lakeheadu.ca
Reference Number:
COPE-25-10