If you're a graduate student in Pharmacy and Pharmaceutical Sciences, then you likely have asked Joyce Johnson for advice and help navigating your post-secondary education journey. She is so well liked and respected by the grad students, many have taken to calling her "mom."
Summer usually means a less hectic pace across most campus offices including the Faculty of Pharmacy and Pharmaceutical Sciences. Most students are working in their summer placements; faculty members take time for holidays.
However, for Graduate Studies Coordinator Joyce Johnson, summer is her busiest time of the year. "I don't usually go anywhere until mid-September or October," laughs Joyce, who has been with faculty since 1993. "Between getting graduate school applications sorted out, organizing teaching assistant position applications and ensuring key deadlines are met, July and August are busy months for me."
Joyce is the primary person in the faculty that prospective grad students have contact with and she is responsible for the overall administration of current graduate students in the M.Sc. and PhD programs.
"It's so enjoyable to work with the academic staff and the students from so many different countries," says Joyce. "I have developed many friendships with students and they know they can come in and talk to me about any concern.
I'm almost like a sounding board for them to make sure they're on track and help them resolve any issue related to their program studies."
For the 2016-2017 calendar year, the faculty have 57 graduate students with 25 in the MSc program and 32 in the PhD program. The programs are so well respected internationally that students over the world including countries such as Egypt, Turkey, India, UK,US apply and are successful in entering the two programs. "It is a real pleasure to work with Joyce in the graduate studies program," says Scot Simpson, professor and associate dean, Research and Graduate Studies. "I have learned to rely on her excellent resources, connections, and solid understanding of the relevant procedures
To make sure students are extra welcome in her office, Joyce keeps a few containers of chocolate on her desk. Some students have even taken to calling her "mom" for her great advice and willingness to listen to their questions.
After 23 years on the job, Joyce finds interest and enjoyment in her position. "I'm a people person. It's all about the people, academics and students, there are so many different countries represented - it's so interesting."
"Visiting Joyce is always a wonderful experience! No matter the question or issue, whether about degree requirements, classes, awards, or graduation, she goes out of her way to help you," says Valentina Back, a second-year graduate student in the Master's program. "Even when she can't help you, she is always willing to look further into your issue for you, or is able to point you in the right direction."
Joyce started out working part time in the faculty in 1993 because a family relative told here about a position that came open. "I started out part time and that lead to another position and I've been here ever since," says Joyce. Joyce has seen a lot of changes to the program including the makeup of the graduate student population. Always an international program, the trend in attracting grad students has gone from predominantly Asian countries to countries in the Middle East. "I think that's a reflection of a few things including our faculty connections to universities in the Middle East and the relationships we've built with universities there."
Joyce has seen a lot of technology changes that impacted her role over the years and as with most things, e-communication has become the primary way students are admitted and how they navigate their way through the programs.
"Most of our students are coming from other countries, so all international applications typically come through our website," says Joyce.
Joyce manages the vetting process and once students apply, faculty members review the applicants to see if they're interested in a potential student. If any of the faculty want to supervise a potential applicant, Joyce then asks the student for their resume and transcripts and if the supervisor likes what they see, the applicant fills out the official application form through the Faculty of Grad Students website.
"Once the students are accepted into our program, I help them register and get them to go through an orientation and the University's International Office will help them with logistics (where to live, dental benefits, etc.). Once they're settled in, I help them keep on track with deadlines like completing an ethics course, becoming a candidate within three years, etc."
Joyce also helps out with planning and coordinating the faculty's Research Day in November with administrative assistance and being a part of the organizing committee. "It's an important day for the faculty - we bring in guest speakers, feature poster presentations and focus on the research and innovation in our faculty."
She also organizes the teaching assistant positions that faculty members require to help teach undergraduate courses in fall and winter. "Graduate students apply for a position, then compete for the position, up to 12 hours a week commitment, and I look after getting all the contracts set up for the year."
Between her regular duties and helping out on other major projects such as undergraduate summer studentships, scholarship competition for graduates students, organizing oral and written exams for graduate students, Joyce is an integral part of the faculty's success and reputation.
"It's a busy job and you need to very organized and learn how to prioritize - you just can't miss deadlines. I have a timeline where I send reminders to students and I try to stay very calm amidst all that's going on - it's very hectic."
Joyce says she can't do it alone and relies on co-workers to help get her work done. "I appreciate the help I get from my co-workers at times when it's extremely busy."