Graduate Program Advisor

ENG Civil Engineering

Competition No.  -    S104148838D1
Posting Date  -    Dec 09, 2022
Closing Date  -    Will remain open until filled.
Position Type  -    Full Time - Operating Funded
Salary Range  -    $51,055 to $69,342 per year
Grade  -    08
Hours  -    35

This position is a part of the Non-Academic Staff Association (NASA). 

This position offers a comprehensive benefits package which can be viewed on our Benefits Overview page.

Location: This role is hybrid with a mix of remote and in-person and work primarily located at North Campus, Edmonton.

If you previously applied to competition# S104148838, please do not re-apply. Your previous application will be considered.

Working for the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

Department/Faculty Summary

The Department of Civil and Environmental Engineering, including the School of Mining and Petroleum Engineering, aims to maintain its position among the top schools in North America. With a present complement of more than 65 faculty members, research in the Department is vigorous and covers all major areas of Civil, Environmental, Mining, and Petroleum Engineering. Our graduate program attracts outstanding students from the best schools worldwide and presently has an enrollment of over 500 students, including approximately 200 PhD students. The undergraduate programs in Civil and Environmental Engineering, Mining Engineering, and Petroleum Engineering enroll close to 1000 students.

Position Summary

Reporting to the Academic Department Manager, the Graduate Program Advisor will join a team dedicated to providing the best front-line services for our diverse and exceptional graduate student population. The Graduate Program Advisor is the first point of contact for existing and prospective students to advise and provide information and support related to their programs of study.

The Graduate Program Advisor will also provide information regarding various services provided across campus as they relate to Graduate Studies and will provide administrative support to students from admission, through their program work, and up until their graduation.


  • Advises existing and prospective students on process and procedures related to their specific program
  • Reviews Faculty/School graduate studies information on the website and provides to website manager any relevant updates.
  • Serves as a liaison with the Faculty of Graduate Studies & Research (FGSR).
  • Helps coordinate annual orientation for incoming students.
  • Processes graduate student applications. Ensures completeness of submission (transcripts, letters of reference, statement of intent, CV, assess qualifications/credentials, determines transfer credits).
  • Assesses admissibility of applicants based on set requirements and determines whether to forward on to the admissions committee for further consideration.
  • Prepares offer letters to individual graduate student applicants. Ensures accurate information about supervision and financial support (including scholarships, RAs, TAs, fees, etc.). Ensures there is an offer expiry date.
  • Prepares all FGSR forms associated with the administration of a graduate student's program, supervisory and examining committees, results of examinations, scholarship nominations, inviting external examiners, etc.
  • Provides advice and information to students about scheduling courses, registration, and other administrative matters.
  • Responds to students' queries/concerns about their program, program supervision, course registration, etc. When necessary, redirects concerns to pertinent sources for appropriate action. 
  • Monitors progress of students, ensuring supervisors/advisors are identified, supervisory committees are established, and regular supervisory/advisory meetings are held.
  • Consults with Associate Dean – Grad CEE/MP to resolve complex registration and/or confidential academic issues and follow through with appropriate action
  • Manages student records
  • Coordinates graduate teaching assistantships, including instructor requests, assignments, training and evaluation. Prepares letters of appointment, time use guidelines, or other contractual forms as needed for research and teaching assistantships.
  • Verifies that applicable requirements for students are met prior to examinations being held.
  • Acts as a resource person to faculty and students on matters of eligibility criteria for establishing examining committees. 
  • Assists in the administration of Department awards and scholarships

Minimum Qualifications

  • Diploma in relevant field (Administration) or equivalent
  • At least 3 years of relevant experience in comparable administrative positions in the Advanced Education field relating to Graduate Studies
  • Working knowledge of Google and Microsoft suites
  • Working knowledge and experience of University of Alberta applications including Campus Solutions and GSMS
  • Strong organization, accuracy, and attention to detail
  • Excellent spelling, grammar, editing, and proofreading skills
  • Ability to meet deadlines and prioritize work effectively
  • Knowledge of relevant collective agreements

How to Apply

Apply Online

Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

The University of Alberta is committed to an equitable, diverse, and inclusive workforce. We welcome applications from all qualified persons. We encourage women; First Nations, Métis and Inuit persons; members of visible minority groups; persons with disabilities; persons of any sexual orientation or gender identity and expression; and all those who may contribute to the further diversification of ideas and the University to apply.