Coordinator, Graduate Program Completion

University of Toronto; Toronto; On-site; CAD 85,000 - 108,000; Full time

Job summary

The University of Toronto’s School of Graduate Studies seeks a Coordinator, Graduate Program Completion to enhance graduate student services. You will oversee exam administration workflows, interpret academic regulations, and coordinate completion activities including doctoral defenses.

Work with the Graduate Academic Services team and other coordinators to ensure seamless operations and timely graduation for candidates, handling complex policy applications with strong attention to detail.

Qualifications

• Bachelor’s degree or an acceptable combination of equivalent experience.
• Minimum of four (4) years of recent and related administrative or academic experience in a university setting, preferably in graduate education.
• Strong understanding of university policies, academic regulations, and degree requirements; skilled in interpreting guidelines.
• Knowledge of graduate studies policies and procedures.
• Good working knowledge of ROSI and experience with GradApp/Slate.
• Proven ability to analyze and improve administrative processes and procedures.
• Expert knowledge of MS Office Suite including SharePoint and Excel.
• Experience with Microsoft Power Platform to automate workflows.
• Ability to interpret and apply guidelines and policies to various situations.
• Experience coordinating tasks for projects and strategic initiatives.
• Experience with event planning and preparation, including booking rooms and logistics.
• Experience creating documentation and training materials.
• Superior customer service and interpersonal skills with students, staff, faculty, and stakeholders.
• Strong oral and written communication skills.
• Ability to direct activities of staff-appointed employees and provide training.
• Strong interpersonal skills to support student success and manage sensitive situations.
• Proficiency in maintaining digital records and reconciling student data.
• Technical troubleshooting related to classroom and exam equipment.
• Excellent organizational and workflow planning skills, especially in exam administration.
• Ability to assess student progress and confirm graduation eligibility.
• Ability to handle confidential information with privacy.
• Good judgment and discretion in sensitive matters.
• Ability to work independently and collaboratively in a team.
• Ability to work with high volume and tight deadlines while maintaining accuracy.
• Strong prioritization and organization, balancing tasks with goals.
• Ability to work under pressure with frequent deadlines.

Responsibilities

• Develop and deliver program completion services for graduate students.
• Provide consultation on policy applications related to graduate program completion.
• Oversee operational workflow of exam administration activities and scheduling priorities.
• Interpret academic regulations and guidelines for students and units.
• Track program completion activities including doctoral final oral examinations.
• Collaborate with graduate administrators to ensure seamless graduate student services.
• Support coordination of final oral examinations and related procedures.

Skills

MS Office Suite

SharePoint

Excel

Power Platform

Problem-solving

Communication

Teamwork

Data management

Analytical thinking

Education

Bachelor’s degree

Equivalent experience

Tools

ROSI

GradApp (Slate)

CRM systems

Job description

Faculty/Division: School of Graduate Studies

Department: School of Graduate Studies

Campus: St. George (Downtown Toronto)

Existing Vacancy: Yes

About us

The School of Graduate Studies (SGS) promotes University-wide inclusive excellence in graduate education, research and professional training to ensure high standards across the various academic divisions, as well as supporting postdoctoral fellows. SGS defines and administers University-wide regulations for graduate education. We share responsibility for graduate education with graduate units and divisions, and operate through a system of collegial governance, consultation, and decanal leadership.

SGS also provides expertise and advice; reviews the design and delivery of programs; develops performance standards; supports access, equitable inclusion, fairness, and ethical conduct in graduate education; organizes services and financial assistance to graduate students; encourages a close and positive relationship between research and graduate instruction and represents the cause of graduate education at the University of Toronto and in the broader academic and general community.

Your opportunity

Working within a dynamic team under the direction of the Associate Director, Graduate Academic Services, the Coordinator, Graduate Program Completion will enhance the quality of student services for graduate students through the development, implementation and delivery of program completion services at the School of Graduate Studies.

Working with other members of the Graduate Academic Services team and the other Coordinator, Graduate Program Completion, the incumbent is responsible for providing consultation and advice on the application of University policies and procedures, as they relate to graduate program completion. The Coordinator plays an integral role within the Office, to oversee the operational workflow of exam administration activities. The Coordinator determines scheduling priorities, with a deep understanding of administrative processes and procedures and recommends changes for improvement. In this role, the Coordinator will also serve the graduate community by interpreting academic regulations and guidelines, program and degree requirements, and following-up with students and graduate units to track program completion activities including the doctoral final oral examination.

As Coordinator, Graduate Program Completion, you will work closely with the graduate administrator community and the Graduate Academic Services Advisors to provide mutual support, ensuring the seamless operation of graduate student services and the successful resolution of issues.

Essential Qualifications

• Bachelor’s degree or an acceptable combination of equivalent experience.
• Minimum of four (4) years of recent and related administrative or academic experience in a university setting, preferably in graduate education.
• Strong understanding of university policies, academic regulations, and degree requirements; skilled in interpreting guidelines.
• Knowledge of the graduate studies policies and procedures.
• Good working knowledge of the University’s Student Information System (ROSI), and knowledge of best practices in student record management
• Proven ability to analyze and improve administrative processes and procedures.
• Expert knowledge of MS Office Suite including SharePoint and Excel.
• Experience with Microsoft Power Platform to automate workflows and improve administrative processes.
• Highly developed problem-solving and analytical skills.
• Ability to interpret and apply guidelines and policies to a variety of situations.
• Experience coordinating tasks for projects and strategic initiatives.
• Experience with event planning and preparation, including booking rooms and coordinating logistics.
• Experience creating documentation and/or training materials.
• Superior customer service and interpersonal skills with the ability to work effectively with students, staff, faculty, and other stakeholders.
• Demonstrated strong oral and written communication skills.
• Ability to direct the activities of staff-appointed employee, and provide formal job-related training and orientation to staff and graduate administrators.
• Strong interpersonal skills to support student success and manage emotionally charged situations.
• Proficiency in maintaining digital records and reconciling student registration/status data.
• Technical troubleshooting skills related to classroom and exam equipment.
• Excellent organizational and workflow planning skills, particularly in exam administration.
• Ability to assess student progress and confirm graduation eligibility.
• Demonstrated ability to work with confidential information and ensure privacy of student data.
• Good judgment, tact, and discretion in handling sensitive information.
• Ability to work both independently and collaboratively in a team environment.
• Demonstrated ability to work with high volume and tight deadlines while maintaining accuracy and attention to detail.
• Strong prioritization and organizational skills, with a track record of assessing urgency, balancing responsibilities, and aligning tasks with organizational goals.
• Ability to work effectively under pressure with frequent competing deadlines and interruptions.

Assets

• Experience with the University of Toronto.
• Experience in the administration of graduate education including coordination of final oral examinations, thesis submission procedures, graduation procedures.
• Demonstrated knowledge of SGS regulations and procedures.
• Expert knowledge of student information systems such as ROSI, GradApp (Slate), other customer relationship management (CRM) systems.

Closing Date: 11/24/2026, 11:59PM ET

Employee Group: USW

Appointment Type: Budget - Continuing

Schedule: Full-Time

Pay Scale Group & Hiring Zone: USW Pay Band 12 -- $84,564 with an annual step progression to a maximum of $108,145. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.

Job Category: Student Services

Lived Experience Statement

Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.

Job descriptions are available upon request for internal applicants.

Diversity Statement

The University of Toronto embraces Diversity and is building a culture of belonging that increases our capacity to effectively address and serve the interests of our global community. We strongly encourage applications from Indigenous Peoples, Black and racialized persons, women, persons with disabilities, and people of diverse sexual and gender identities. We value applicants who have demonstrated a commitment to equity, diversity and inclusion and recognize that diverse perspectives, experiences, and expertise are essential to strengthening our academic mission.

As part of your application, you will be asked to complete a brief Diversity Survey. This survey is voluntary. Any information directly related to you is confidential and cannot be accessed by search committees or human resources staff. Results will be aggregated for institutional planning purposes.

Accessibility Statement

The University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission.

The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities.

If you require any accommodations at any point during the application and hiring process, please contact [e-mail].

Indigenous Substantiation Process

The University of Toronto has implemented a process to substantiate Indigenous Membership/Citizenship/Enrolment for candidates who identify as Indigenous.