This position serves the Department of Mechanical Engineering as Graduate Secretary and provides administrative support to the Graduate Program Director and to the department’s graduate and professional programs. The Graduate Secretary serves as first point of contact/resource person for faculty, staff, and current and prospective graduate students. Acting as a liaison with a variety of departments across campus, and working closely with Graduate Studies and Graduate Admissions and Records, the Graduate Secretary supports the administration related to graduate students and their programs.

Specific responsibilities include but are not limited to: processing and distributing graduate applications; admitting graduate students; advising graduate students and prospective students with interpretation of relevant departmental, program and university regulations; setting up and maintaining graduate files, lists, reports, and spreadsheets; processing graduate awards and nominations; preparing statistical information on various aspects of graduate programs in the department; tracking and scheduling of candidacy and oral exams; monitoring graduate students’ progress; and processing graduate support payments and graduate student teaching appointments.

In addition, this position provides coverage during extended absences and back-up support to the Reception/Undergraduate Secretary and Assistant to the Chair.

Experience This role requires a minimum of one (1) year of administrative support or administration experience or equivalent,



preferably in a post-secondary or institutional environment or an equivalent combination of education, training and experience.

Preference Will Be Given To Applicants With

Experience with UVic information systems.

Experience working with Graduate Admissions and Records, Faculty of Graduate Studies, RAPID, Banner, and SharePoint.

Knowledge/Skills/Abilities

Demonstrated commitment to valuing the principles of truth, reconciliation and respect, equity diversity and inclusion, and contributing to an inclusive working and learning environment.

Excellent organizational and administrative skills including attention to detail, time management, and ability to multi-task in a fast-paced environment.

Ability to work independently with limited supervision and resolve tasks and/or problems by exercising judgement, and employing critical thinking and/or analysis.

Ability to prioritize a large workload and deal with frequent interruptions.

Ability to exercise initiative, good judgement, tact, and diplomacy.

Advanced proficiency with computer applications (i.e. MS-Office Suite, GrApple, Adobe Create Suite, content management systems).

Ability to communicate effectively and tactfully both verbally and in writing with all levels of university administration, faculty, students, staff and the public using excellent interpersonal and cross-cultural communication skills.

Ability to accurately interpret and clearly explain complex policies and procedures.

Ability to establish and maintain effective working relationships in a diverse setting.

Specialized Knowledge/Education Secondary school diploma or equivalent.

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📌 Graduate Secretary (Winnipeg)
🏢 University of Victoria
📍 Winnipeg