(Academic Re-Org)

Reporting to and receiving general direction and support from the Manager Graduate Studies, the Graduate Studies Associate is an important member of the Faculty of Graduate Studies and Research’s administrative team whose purpose is to support the university graduate program capstones and their students through competent and effective administrative support. Working in a dynamic environment with multiple and competing priorities, the Graduate Studies Associate provides day-to-day administrative, logistical and technical support to the students, faculty, and supervisory committee members, as well as communications with external stakeholders. The role has a strong orientation toward client service, project administration, cross-functional teamwork, and the presentation of a positive and professional image as a representative of Royal Roads University (RRU) is critical. Overall, this position is integral to optimizing student success as the primary point of contact for all non-academic matters.

Within the framework of RRU’s Learning, Teaching and Research Model, the Graduate Studies Associate plays a key role in creating and maintaining the conditions for optimum student capstone completion in a supportive, caring environment.

Job Requirements

• Post-secondary certificate or diploma in office administration or business and a minimum three years of recent administrative support experience, preferably in higher education. Note, an equivalent combination of education and experience may be considered.
• Demonstrated self-starter who is able to plan, coordinate, prioritize and support complex projects and events using effective time-management and creative problem-solving skills.
• Excellent verbal and written communication skills.
• Intermediate to advanced ability to use MS Office software (Outlook, Word, Excel, PowerPoint, Teams, SharePoint, etc.).
• Ability and willingness to become proficient with university’s systems and software, e.g.: Moodle, Agresso Student, etc., and virtual video communication systems, e.g.: Zoom, Teams, Skype, etc.
• Strong analytical, critical-thinking, conflict resolution, and teamwork skills.
• Commitment to service excellence when interacting with all internal and external stakeholders.
• Demonstrated attention to detail with a high level of accuracy.
• Demonstrated ability to work with minimal supervision, take initiative where and when appropriate, and work well under pressure.
• Experience working with diverse populations in a multi-cultural environment

Capstone and Student Support

• Responsible for the day-to-day administration of the graduate program capstone component, working collaboratively with other relevant university units, to provide support and follow through on student-related academic issues, capstone-related communication, and reporting.
• Provides general advice/direction to students including general capstone related information, and information about academic and administrative processes and procedures in support of the university’s Academic Regulations.
• Coordinates and supports capstone activities including arranging candidacy exams and defences, tracking student progress, and communications with external examiners.
• Addresses and prioritizes students’ needs as they emerge. Exercises good judgement when identifying issues that need to be escalated to a higher level of authority. Handles difficult or sensitive situations with tact, diplomacy and confidentiality.
• Monitors student capstone access, identifying issues, and escalating appropriately for resolution.
• Provides support to students on administrative matters, policies, and procedures escalating and/or referring to appropriate University Services support areas when necessary.
• Provides support to capstone supervisors, escalating issues/concerns appropriately for resolution.
• Thinks critically and takes initiative to find solutions, creates and recommends efficiencies to successfully complete tasks.

Budget and Contract Support:

• Operates within established budgets and processes to effectively and efficiently deliver specific graduate program capstone-related activities and events.
• Assists in the monitoring and execution of contracts, and invoice processing, liaising with the Academic Contracts Office as necessary.

General Graduate Studies Administration:

• Assists the Graduate Studies Manager, Coordinator, Associate Dean and the Dean, as required, to effectively support the administrative functioning of the faculty.
• Responsibilities may include meeting logistics, minute taking, inventory, and other administrative tasks as determined.
• Active participation in Faculty meetings is expected.

Human Resources Support:

• Assists the Graduate Studies Manager and/or Graduate Studies Coordinator in the training and mentoring of new Faculty support staff.
• Provides support to the Graduate Studies Manager and with recruitment logistics.
• May be required to assist with responsibilities of the Graduate Studies Coordinator.

Marketing and Recruitment Support:

• May assist with recruitment/marketing information sessions.

Additional Information

This is a regular, full-time position working 37.5 hours per week. This position has been evaluated at ADM-C with a salary range of $55,202 (minimum) to $64,846 (midpoint) to $74,490 (maximum) per annum. Employment offers will normally be made between the minimum and midpoint of the range and are determined by knowledge, experience and internal equity. The University is pleased to offer a comprehensive benefit package. Royal Roads University is strongly committed to fostering diversity within our community. We welcome those who would contribute to the further diversification of our faculty and staff including, but not limited to, women, visible minorities, Indigenous people, persons with disabilities and persons of any sexual orientation or gender identity.

While Royal Roads University values all applications we receive, only those candidates shortlisted for further consideration will be contacted. Please note that all qualified candidates are encouraged to apply. However, you will need to be legally eligible to work in Canada for the duration of the employment contract. If you require any form of accommodation throughout the recruitment process, please contact us directly at human.resources@royalroads.ca attention: Abbi Rogers or 250-391-2600 extension 4408 so we can offer you individualized assistance and ensure equity in our recruitment and hiring process. ALL COMPETITIONS WILL CLOSE AT 10.00 P.M. ON THE DATE OF CLOSING