Graduate Program Assistant

Ontario Tech University; Oshawa; On-site; CAD 55,000 - 65,000; Full time

Job summary

Ontario Tech University is looking for a full-time Graduate Program Assistant to provide high-level administrative support for graduate and research programs. The ideal candidate will assist faculty members and students throughout their academic journey, ensuring effective communication and support from admission to graduation, while also playing a key role in the planning of departmental events and outreach.

Qualifications

• Completion of post-secondary education consisting of two or more academic years or equivalent.
• Over 1 year of related experience in a university environment required.
• General understanding of graduate program topics like IT and cyber security preferred.

Responsibilities

• Acts as primary contact for graduate faculty and students, providing program support.
• Provides administrative support to various academic directors and committees.
• Coordinates graduate program events and student presentations.

Skills

Communication

Customer Service

Organizational Skills

Interpersonal Skills

Attention to Detail

Education

Post-secondary education (2+ years)

Tools

Microsoft Office

Adobe applications

Banner

Job description

Graduate Program Assistant

Tracking Code:req1577

Faculty/Department:Faculty of Business and Information Technology

Number of Positions:1

Appointment Type:Full-Time Continuing

Hours of Work:35 hours per week

Salary Range:Level 6- Starting Salary, Step 1$55,534

Posting Date:May 30, 2025

Closing Date:June 5, 2025(7:00 pm EST)

Job Summary:

Reporting to the Director, Planning and Operations, the Graduate Program Assistant (GPA) provides a wide range of high-level administrative support to all graduate and research programs within the Faculty of Business and Information Technology.

This position advises graduate faculty members and students, supporting the process from recruitment to admissions and completion of degree. The position is responsible for supporting various committees, the Directors and Associate Deans and liaising with SGPS or other University units.

It also supports the Faculty’s research agenda and research faculty members.

Responsibilities/accountabilities:

• Acts as primary contact for graduate faculty members and graduate students from admission to graduation, providing information and support related to program requirements, registration, course selection, documentation submission, transcript audits, University policies and other
• Provides administrative support to the Director of Planning and Operations, the Associate Dean, Research and Graduate Studies, the Graduate Program Director(s) and the Research Institute Director(s)
• Provides administrative support to the Graduate Education, its program reviews and other graduate and research committees, including participation and action items related to committee meetings
• Liaises with the School of Graduate and Post-Doctoral Studies (SGPS), Office of Research Services or other University Units to ensure compliance with University-wide policies and processes related to graduate programs
• Coordinates and supports thesis defenses, capstone project presentations, internships, research presentations, etc., working closely with ADs, GPDs, IDs and graduate student supervisors
• Assists the Director of Planning and Operations and the Associate Dean in the assignment of graduate student Teaching Assistantships, and the processing of Graduate Research and Research Assistantships
• Supports the planning and coordination of graduate and research related events, such as FBIT graduate orientation bootcamps, graduate student recruitment events, research events
• Assists in the development of all graduate, research and other promotional materials such as admissions publications, brochures, videos and web pages
• Provides information to prospective graduate students about programs, admission requirements, application procedures and general aspects of the graduate and research programs

Required Skills:

• Well-developed written and oral communication skills
• Customer service focused with related public relations skills
• Dedicated team player with strong interpersonal skills and demonstrated ability to exercise a high degree of professionalism, good judgment, and discretion
• Strong organizational and time management skills with an ability to prioritize and manage simultaneous responsibilities in a fast-paced environment
• Strong attention to detail and willingness to take initiative
• Working knowledge and technically proficiency the use of Microsoft Office, Adobe applications, social media platforms, other web applications, etc.
• Previous experience with Banner would be considered an asset
• Willing and able to work flexible hours to meet deadlines and to attend evening or weekend events and activities

Required Education:

• Completion of post-secondary education consisting of two or more academic years or equivalent combination of education and experience

* Verification of Academic credentials may be required

Required Experience:

• Over 1 year of increasingly related experience in a university environment, with consideration given to graduate and research portfolios
• 3+ years of experience of related experience in a university setting is strongly preferred
• An equivalent combination of education and related experience may be considered
• General understanding of graduate and research program topics related to Commerce and Information Technology, including business, analytics, artificial intelligence, IT and cyber security, and computer science

How to Apply:

Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepteduntil June 5, 2025or until a suitable candidate is found. We appreciate all applications received; however, only those candidates selected for an interview will be contacted.

This position falls within the bargaining unit represented by the Ontario Public Service Employees Union (OPSEU) and will be subject to the terms and conditions of the collective agreement between the university and the OPSEU. To the extent that policies are not included in the collective agreement, employment will also be governed by the university’s policies which may also be found on our websitehttps://ontariotechu.caand which may be amended from time-to-time.

Ontario Tech University is actively committed to equity, diversity, inclusion, indigenization and decolonization (EDIID), and welcomes applications from all qualified candidates, while especially encouraging applications from First Nations, Metis, Inuit peoples, Indigenous peoples of North America, racialized persons, persons with disabilities, and those who identify as women and/or 2SLGBTQ+.All qualified candidates are encouraged to apply; however, Canadian citizens, permanent residents, Indigenous Peoples in Canada, and those eligible to work in Canada, will be given priority.

Ontario Tech University respects people's different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate. The University is also committed to ensuring that confidentiality is maintained throughout all aspects of the recruitment cycle.

If you require accommodation, please contactJulie Day, Health and Disability Management Specialist.For more informationabout the universities policies for accommodating employees with disabilities please review the university’sAccessibility Policy

The university acknowledges the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties. We are situated on the Traditional Territory of theMississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa and Pottawatomi.

Job Location:Oshawa, Ontario, Canada

Expected Start Date:6/23/2025