Graduate Office Assistant

University of Toronto; Toronto; On-site; CAD 67,000 - 85,000; Full time

Job summary

The University of Toronto is seeking a capable front-line administrative specialist to support the graduate program in the Department of Computer Science. You will be the initial contact for general inquiries, manage admissions and course information, and coordinate events and reports as part of a dynamic academic team.

With strong organizational skills and experience in content updates, databases, and MS Office, you will contribute to smooth operations and student services for graduate students

Qualifications

• Advanced College Diploma (3 years) or acceptable combination of recent and equivalent experience.
• Minimum two (2) years of relevant experience providing front-line administrative support to faculty and students in a graduate academic environment.
• Experience working directly with students to provide program and student services information, including admissions, registration, course enrollment, degree requirements, awards, and final exams.
• Experience preparing and updating content for websites, newsletters, digital platforms, and student handbooks.
• Experience preparing original correspondence.
• Demonstrated experience supporting the logistics of student outreach initiatives, special events, workshops, and other programming for current and prospective students.
• Experience developing and maintaining databases and filing systems; experience compiling data from various sources for reports.
• Working knowledge of Quercus, ROSI, ROSI Express, eMarks, or similar related systems to enter data, retrieve information, and generate reports.
• Demonstrated advanced proficiency in Microsoft Office, database management, and content management systems.
• Excellent verbal and written communication and interpersonal skills.
• Demonstrated strong client service orientation and ability to communicate with students, faculty, staff, and the general public with tact, diplomacy, and discretion.
• Demonstrated ability to exercise superior organization, attention to detail, and time management skills.
• Ability to exercise initiative and judgment, organize work and establish priorities in a flexible way, and successfully meet deadlines with competing priorities and interruptions.

Responsibilities

• Acting as the first point of contact for general enquiries
• Responding to enquiries within the defined scope of the role and redirecting as appropriate
• Writing routine documents and correspondence
• Determining logistical details and activities for events and/or programming
• Handling sensitive and/or confidential information
• Updating and maintaining records and files
• Collating and organizing data for various reports
• Providing basic support and general referrals to individuals in distress

Skills

Administrative support

Student services

Communication

Customer service

Time management

Organizational skills

Education

Advanced College Diploma (3 years)

Tools

Quercus

ROSI

ROSI Express

eMarks

MS Office

Content management systems

Job description

Description:

About us:

The Faculty of Arts & Science is the heart of Canada’s leading university and one of the most comprehensive and diverse academic divisions in the world. The strength of Arts & Science derives from our combined teaching and research excellence in the humanities, sciences and social sciences across 29 departments, seven colleges and 46 interdisciplinary centres, institutes and programs.

We can only realize our mission with the dedication and excellence of engaged staff and faculty. The diversity of opportunities and perspectives within The Faculty reflect the local and global landscape and the need for curiosity, innovative thinking and collaboration. At Arts & Science, we take pride in our legacy of innovation and discovery that has changed the way we think about the world.

Established in 1964, the Department of Computer Science is ranked among the top computer science departments in the world. Our faculty have been presented with a wide variety of honours and awards over the years, including the Turing Award, and many other national and international honours. We provide diverse programs and research opportunities while consistently producing high-impact research that is among the mosthighly cited in computer science.

Your opportunity:

Under the direction of the Associate Director, Graduate Academic Services, this position provides front-line administrative support for the graduate program in the Department of Computer Science.

Your responsibilities will include:

• Acting as the first point of contact for general enquiries
• Responding to enquiries within the defined scope of the role and redirecting as appropriate
• Writing routine documents and correspondence
• Determininglogistical details and activities for events and/or programming
• Handling sensitive and/or confidential information
• Updating and maintaining records and files
• Collating and organizing data for various reports
• Providing basic support and general referrals to individuals in distress

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of recent and equivalent experience.
• Minimum two (2) years of relevant experience providing front-line administrative support to faculty and students in a graduate academic environment.
• Experience working directly with students to provide program and student services information, including admissions, registration, course enrollment, degree requirements, awards, and final exams.
• Experience preparing and updating content for websites, newsletters, digital platforms, and student handbooks.
• Experience preparing original correspondence.
• Demonstrated experience supporting the logistics of student outreach initiatives, special events, workshops, and other programming for current and prospective students.
• Experience developing and maintaining databases and filing systems; experience compiling data from various sources for reports.
• Working knowledge of Quercus, ROSI, ROSI Express, eMarks, or similar related systems to enter data, retrieve information, and generate reports.
• Demonstrated advanced proficiency in Microsoft Office, database management, and content management systems.
• Excellent verbal and written communication and interpersonal skills.
• Demonstrated strong client service orientation and ability to communicate with students, faculty, staff, and the general public with tact, diplomacy, and discretion.
• Demonstrated ability to exercise superior organization, attention to detail, and time management skills.
• Ability to exercise initiative and judgment, organize work and establish priorities in a flexible way, and successfully meet deadlines with competing priorities and interruptions.

Assets (Nonessential):

• Knowledge of and familiarity with graduate programs in the Department of Computer Science.
• Experience working with academic programs, practices, and procedures, including SGS practices and procedures, and the University of Toronto fees schedules.

To be successful in this role you will be:

• Accountable
• Multi-tasker
• Organized
• Proactive
• Team player

Closing Date:

11/13/2026, 11:59PM ET

Employee Group:

USW

Appointment Type: Budget - Continuing

Schedule: Full-Time

Pay Scale Group & Hiring Zone: USW Pay Band 08 -- $66,522 with an annual step progression to a maximum of $85,069. 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.

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. Westrongly 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. For more information, please see http://uoft.me/UP.

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].

The University of Toronto has implemented a process to substantiate Indigenous Membership/Citizenship/Enrolment for candidates who identify as Indigenous. For more information about this process, please refer to the Indigenous Substantiation Website.