Central Graduate Advisor

FGSR Grad Studies & Rsrch Admi

Competition No.  -    S107748531
Posting Date  -    Aug 30, 2022
Closing Date  -    Will remain open until filled.
Position Type  -    Full Time - Operating Funded
Salary Range  -    $46,627 to $62,954 per year
Grade  -    07
Hours  -    35.00

This competition is restricted to internal applicants of the University of Alberta. Please indicate your internal status using the "Advertisement" drop down menu when applying.

This competition may be used to fill multiple positions.

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

This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.


This role in hybrid with a mix of remote and in-person at North Campus Edmonton. 

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.

Working for the Department/Faculty

The Faculty of Graduate Studies and Research (FGSR) has over 8200 graduate students and over 800 postdoctoral fellows, a large number of whom are international. As a central academic and administrative unit, FGSR oversees the institutional policies and processes for graduate programs and the PDFs at the University of Alberta.

The Faculty’s role is to:

  • Provide leadership in graduate education;
  • Facilitate and provide an administrative framework for graduate programs and their participating departments, faculty, staff, and students;
  • Ensure that high standards of scholarship are maintained;
  • Provide an exceptional graduate student experience through leading strategic initiatives in areas including the targeted programming for both students and supervisors, creating internship placements and other professional development opportunities, and supporting graduate student mental health and wellness; and,
  • Coordinate the institutional administration of over $28 million in scholarships and awards every year.


The Central Graduate Advisor is the first point of contact for prospective and current graduate students (GS) and postdoctoral fellows (PDF) requiring information or support related to their programs. The incumbent works within a team to resolve issues, or to redirect graduate students and Postdoctoral Fellows to specialists within FGSR, in other centers of expertise, or in graduate programs.

Advisors support current students, prospective students, applicants, postdoctoral fellows, faculty, and staff by providing outstanding customer service and detailed information and navigation support concerning University of Alberta policies and procedures with respect to: graduate admissions, registration, scholarships, student records, exams, and thesis submission deadlines.

Serving students through multiple channels (in-person, over the phone, email, and Virtual Counter), the Advisors aims for on-the-spot problem resolution, though in cases requiring further investigation will consult with FGSR Specialists to ensure the issues are resolved. The FGSR Advisor is accountable for proactive problem solving and discretionary decision making to resolve student issues.

Advisors will also be knowledgeable about what services are offered by other offices/units across campus so that they are able to advise appropriately on expected processes and make effective referrals. Advisors will be able to determine if presenting issues are centrally managed or if they require discipline specific advising and oversight. They will then refer accordingly to FGSR Specialists, Team Lead(s), the FGSR Leadership teams, Departmental Grad Advisors, the SSC Advisors as well as to resources in faculties, departments, colleges, and other central units such as the Dean of Students, the Office of the Registrar, UA International Centre, and the Graduate Student Association and the Postdoctoral Fellows Association.

In all facets of this role, this position endeavors to integrate and advance the University’s commitments to equity, diversity and inclusivity.

This position understands, fulfills, and promotes the health, safety and environment responsibilities identified in university policy.


Triage and First Response:

  • Serves as a primary contact for all inquiries by applicants, current students, postdoctoral fellows, faculty, and staff.
  • Creates a positive service experience for all communities accessing FGSR services. Actively listens to stakeholders to understand needs and desired outcomes.
  • Manage general FGSR inboxes and triage or respond accordingly.

Program Advising:

  • Advises continuing and prospective students on program related matters by reiterating policy/ process to students.
  • Identifies, assesses, refers, and advocates for students at risk.
  • Anticipates needs and proactively responds to requests, providing subject matter expertise, professional advice, and recommendations extending beyond a student’s initial request
  • Refers program decisions to appropriate Graduate Specialists.

Program Verification:

  • Responsible for processing Completion and Enrollment Verification letters for new, current and alumni graduate students and PDFs.
  • Responsible for processing student loan applications for Canadian/PR graduate students attending the University of Alberta.

Graduate Student Records Management:

  • Updates and maintains electronic student records. Prepares and images student documents, including tagging and classifying electronic images.
  • Prepares files and actions any updates before initiating electronic pathway to appropriate specialist unit for action or academic decision.
  • Implements quality control procedures to ensure integrity of documents in accordance with requirements of the University of Alberta’s guidelines and policies

Minimum Qualifications

  • A post-secondary degree plus a minimum of two to three years of proven, direct experience working in a front line, student facing service role is required. Equivalent combinations of related education and experience may be considered
  • Experience with student administration systems technology in a post-secondary environment (PeopleSoft) is required
  • Experience working within a graduate education context is required
  • An understanding of procedures and policies that govern the Faculty and the University in general, and in the areas of graduate student awards, admissions and records in particular
  • Ability to interact knowledgeably, comfortably, positively, and respectfully with diverse individuals with a broad range of credentials, abilities, and literacy/language levels 
  • Excellent verbal, written and interpersonal communication skills with superior attention to detail and superior level of accuracy
  • Excellent time management skills with the proven ability to manage and prioritize multiple tasks and competing deadlines in a very demanding, fast-past environment while maintaining superior accuracy 
  • Strong analytical and organizational skills, including problem assessment and escalation

Preferred Qualifications

  • Ability to work independently and to build and maintain professional working relationships as a collaborative team member and positive representative of the Faculty of Graduate Studies and Research and the University of Alberta. 
  • Demonstrated ability to think strategically, especially with respect to optimizing user experience through efficient technology workflows and processes

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.