Graduate Secretary '6' in Sociology & Criminology

Employment Group List: 
Unifor 2458 Full-Time
Posting Type: 
Internal and External
Job Posting Number: 
Closing Date: 
09/12/2022 - 4:00pm


The Graduate Program Secretary is responsible for supporting the efficient operations of the Department by performing the administrative and secretarial duties for the Graduate Program(s) and the Graduate Program Directors, faculty and students.


1. Provide administrative assistance to the Chair of the Graduate Program.
2. Assist the Undergraduate Secretary by securing proctors, for departmental examinations. 
3. Process thesis and dissertation proposals, progress meeting and defense notices, arrange for audio visual equipment and ensure all requirements are in order to meet graduate requirements.
4. Update graduate brochures and handbooks and promotional materials.  
5. Assist with hiring GA/TAs and prepare letters.
6. Arrange graduate student orientation day and workshop days (including booking room, typing agenda, and compiling all necessary information for students).  
7. Co-organize the central database for scholarship applications, ensure application files are complete, and add documents reviewed by Grad Studies Committee.  
8. Maintain and manage departmental files for current and former students.
9. Maintain departmental graduate webpage and Graduate Student and Committee CLEW.
10. Assist with organizing departmental events.
11. In conjunction with the Undergraduate secretary perform reception duties by providing general and specific information about the Sociology & Criminology Department, make referrals and respond to correspondence.
12. Assist with the preparation of reports for accreditation, the Department, and the Faculty of Graduate Studies by maintaining statistical reports on the students in the program; record minutes and distribute materials for committee.
13. Prepare, maintain and organize Graduate Program applications (using E-GAS system).
14. Other related duties as required.


The successful candidate will have:
• Experience in an administrative support capacity within an office environment
• Experience taking meeting minutes
• Proficiency with Microsoft Office (Word, Excel), Lotus Notes, webpage maintenance; experience with databases as well as willingness and aptitude to learn new systems


• Experience analysing and resolving student questions and difficulties
• Knowledge and experience with Graduate programs and scholarships; GA/TA ships and their Collective Agreement
• Experience working in an academic setting
• Knowledge of the University and the Faculty of Arts, Humanities and Social Sciences policies and procedures; the University E-grade system; and FIPPA regulations.


MS Word (Basic Level), MS Excel (Basic Level); Typing (30 NWPM)


• Excellent verbal and written communication skills
• Multitask, be well organized and work with minimal supervision 
• Interpersonal skills, including the ability to liaise and interact with a diverse staff, student and faculty population 
• The ability to work independently, problem-solve, and maintain accuracy and attention to detail 
• Professional demeanor along with the ability to exercise tact, discretion, diplomacy and confidentiality
• Familiarity with E-GAS system
• Familiarity with the UWINSITE student system (or similar system)

Rate of Pay: 
As per Schedule 'A' - Unifor 2458 FT Collective Agreement

If you need an accommodation for any part of the application and hiring process, please notify the Employment Coordinator at extension 4523. Should you require further information on accommodations, please visit the Office of Human Rights, Equity & Accessibility (OHREA).
Please note that the job postings are removed from this site by the end of business on the closing date listed on the posting. The University thanks all applicants for their interest, however, only those candidates considered for an interview will be contacted. Applications submitted through employment agencies will not be considered.