Graduate Program Assistant

University of Guelph; Guelph; On-site; CAD 52,000 - 64,000; Full time

Job summary

The University of Guelph in Ontario is seeking a Graduate Program Assistant in the Department of Molecular and Cellular Biology to coordinate graduate programs, including interdisciplinary initiatives and course-based Masters, and to support the Graduate Coordinator and faculty.

The incumbent will manage awards, defences, recruitment activities, and maintain statistics, serving as the main contact for in-course students while ensuring adherence to university policies.

Qualifications

• Completion of a 2-year Community College diploma (degree preferred) and 2 years of work experience.
• Maintain high levels of confidentiality with sensitive matters.
• Strong professionalism, diplomacy and judgement.
• Ability to multitask and prioritize while maintaining high quality work.
• Attention to detail and strong organizational and problem solving skills.
• Understanding of academic policies and graduate student needs.

Responsibilities

• Provide guidance to graduate students on academic policies, procedures, and program requirements.
• Database/SharePoint management and record-keeping; monitor progress and produce statistics.
• Coordinate qualifying examinations and thesis defences, including scheduling and logistics.
• Support graduate recruitment, admissions, and onboarding activities.
• Liaise with faculty and central administrative units on graduate program matters.
• Provide general administrative support to faculty, staff, and students involved in graduate activities around GTAs and GRAs.

Skills

Communication skills

Organizational skills

Problem solving

Confidentiality

Multitasking

Teamwork

Customer service

Professionalism

Education

Two-year Community College diploma

Tools

Microsoft Office

SharePoint

ExperienceApps

Colleague

Email & calendaring

Website software

Job description

Select how often (in days) to receive an alert:

Primary Category Page: Staff and Management

Division: College of Biological Science

Requisition ID: 3085

Department:Molecular and Cellular Biology
Position covered by the Collective Agreement with USW Local 4120

If you are a current employee of the University of Guelph you must apply on the internal Career Page in order to be considered as an internal applicant.
Career Opportunities (sapsf.com)

General Purpose

Reporting to the Administrative Officer, the Graduate Program Assistant is responsible for co-ordinating the efficient and effective operation of the Department’s graduate programs, including a number of interdisciplinary graduate programs and course-based Masters, as well as providing support to the Graduate Coordinator and department faculty in relation to graduate students. The incumbent works closely with the Graduate Coordinator in many aspects of the program including awards, compensation, defences, program planning, recruitment activities, submitting appropriate documentation to the Office of Graduate Studies, maintaining statistical information for the department Chair, Graduate Committee, ADR and Office of Graduate Students. The Graduate Program Assistant is the main contact for the majority of enquiries and advice for in-course students. It is expected that the incumbent be well versed on all graduate student matters and appropriate university policies and procedures and any collective agreements relating to graduate students in order to maintain the academic standards and integrity of all Molecular and Cellular Biology graduate programs. The Graduate Program Assistant is also an integral part of the Administrative team in the department and will work with the team to maintain a high level of service to our faculty, staff and students.

Duties and Responsibilities

• Provide guidance to graduate students on academic policies, procedures, and program requirements
• Database/Sharepoint management and record-keeping skills. Monitor student progress and maintain accurate academic and administrative records. Provide program statistics as required.
• Coordinate qualifying examinations and thesis defences, including scheduling and logistics
• Support graduate recruitment, admissions, and onboarding activities
• Liaise with faculty and central administrative units on graduate program matters

Administrative & Departmental Support

• Provide general administrative support to faculty, staff, and students with graduate activities around GTAs and GRAs
• Administer and record final grades for graduate courses
• Act as backup support within the administrative team to the Operations and Undergraduate Coordinator
• Participate on departmental and university committees as required
• Maintain strict confidentiality and a high standard of service delivery

Requirements

• Completion of a 2-year Community College diploma (degree preferred) and 2 years of work experience, preferably in an academic environment or an equivalent combination of education and experience. Familiarity working within an academic environment is preferred.
• Maintain high levels of confidentiality especially with regards to sensitive matters
• Professionalism, diplomacy, judgement
• Ability to multitask and prioritize while maintaining high quality, accurate, work
• Attention to detail, strong organizational and problem solving skills
• Understanding of complex policies, procedures, and, systems that apply in an academic environment, especially relating to Graduate students; experience providing student support
• Experience working in a fast-paced environment with constant interruptions;
• Ability to work effectively both independently and with a team;
• Excellent communication (written and oral), organizational, and problem solving skills;
• Excellent customer service skills including sensitivity to issues, concerns and needs of students, staff and faculty.
• Proficiency in computer systems, particularly Microsoft Office, email & calendaring, Sharepoint, and website software. Proficiency in University systems such as Colleague and ExperienceApps is an asset

Employee Type: Regular
Position Number:10144076
Classification: USW, Local 4120 Salary:Band 4
USW Local 4120 Wage Grid

*Tentative evaluation; subject to final review.

At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

Posting Date: 10/29/2026
Closing Date:11/05/2026