Graduate Program Assistant (1-Year Term)

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

Job summary

The University of Toronto's Department of Mechanical & Industrial Engineering seeks an experienced administrator to support the graduate office during the post admission stage. You will prescreen applicants and provide preliminary counsel to students, faculty, and the public.

Responsibilities include guiding applicants on program and course requirements, scheduling appointments, handling documents, tracking application status, and ensuring compliance with timelines.

Qualifications

• Advanced College Diploma (3 years) or equivalent experience.
• Minimum two years of front-line customer service experience.
• Experience interpreting student and academic program policies and admission procedures.
• Minimum one year of administrative support experience.
• Strong communication and interpersonal skills with diverse stakeholders.
• Knowledge of ROSI or equivalent student information systems.
• Familiarity with SGS online application systems.
• Proven ability to work independently and in a team.
• Excellent organizational and time-management skills under pressure.
• Commitment to equity, diversity, inclusion in a learning environment.

Responsibilities

• Provide information to students on program and course requirements.
• Schedule appointments for prospective, applicants, and current students.
• Act as first point of contact for general enquiries.
• Receive and route application documents; collate data for reports.
• Track the status of applications.
• Explain eligibility requirements, procedures, and deadlines.
• Verify document accuracy and completeness.
• Provide basic support and referrals to individuals in distress.

Skills

Customer service

Communication

Interpersonal skills

Time management

Organizational skills

Analytical thinking

Problem solving

Confidentiality

Equity & inclusion

Education

Advanced College Diploma (3 years) or equivalent experience

Tools

ROSI system

SGS online application systems

MS Office (Word, Excel, Outlook)

Job description

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

Description

About us

The Department of Mechanical & Industrial Engineering is home to about 60 professors leading research on a very broad range of topics. On the Industrial Engineering side, research areas include Operations Research, Information Engineering, Human Factors, and Applied Machine Learning, all of which seek to improve the systems we as humans rely on to navigate our world. On the Mechanical Engineering side, research areas include Robotics, Mechanics & Design, Materials, and Thermofluids, topics that are applied to applications including manufacturing, energy production, and bioengineering.
We are also home to about 2,000 very talented students: about 1,300 undergraduates are enrolled in the Industrial Engineering and in the Mechanical Engineering BASc programs. We have about 350 Master of Engineering (MEng) students, a professional program for students taking courses with us for a year or two. And we have about 350 MASc and PhD students, who work individually on research projects with a particular professor.

Your opportunity

In this role you will be responsible for the day-to-day activities supporting the graduate office at MIE on the post admission stage of the program and will prescreen and provide preliminary counsel and advice to applicants, students, faculty within the MIE Department, the University, and the general public.

Your responsibilities will include

• Providing detailed information to students on program and/or course requirements
• Scheduling appointments for prospective students, applicants, and current students to address individual needs
• Acting as the first point of contact for general enquiries
• Receiving and passing on application documents for review; collating and organizing data for various reports
• Tracking the status of applications
• Providing detailed information on eligibility requirements, procedures and deadlines
• Verifying the accuracy and completeness of documents
• Providing basic support and general referrals to individuals in distress

Essential Qualifications

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum two years of recent and related front-line customer service experience.
• Experience applying and interpreting student and academic program related policies and procedures and/or experience providing information on admission and related processes.
• Minimum one year of recent and relevant experience in an administrative support role.
• Demonstrated experience providing excellent customer service and sensitivity to the needs of students, academics, and staff.
• Knowledge and professional proficiency with ROSI system, or equivalent enterprise level student information systems.
• Knowledge and professional proficiency with School of Graduate Studies (SGS) online application systems or equivalent systems.
• Must have strong communication (oral and written) and interpersonal skills with the proven ability to maintain productive working relationships with both internal and external stakeholders.
• Strong proficiency with standard office suites (MS office) including word processing, spreadsheets, data base software and outlook required.
• Must have the ability to take initiative, work independently, with direction, and also collaborate on a team.
• Must have strong organizational and time management skills with the proven ability to work well under pressure and meet competing priorities and deadlines.
• Demonstrated ability to display strong analytical and problem-solving skills, good judgment, tact, attention to detail, and the ability to maintain confidentiality.
• Demonstrated commitment to equity, diversity, inclusion and the promotion of a respectful and collegial learning and working environment.

Assets (Nonessential)

• Knowledge of School of Graduate Studies (SGS) online application systems.
• GMS – Graduate Management System.
• Experience working with international graduate students.

To be successful in this role you will be

• Adaptable
• Approachable
• Organized
• Resourceful
• Team player

Closing Date: 11/17/2026, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Term
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.

Job descriptions are available upon request for internal applicants.

Diversity Statement

The University of Toronto embraces Diversity and is building aculture of belonging that increases our capacity to effectivelyaddress and serve the interests of our global community. Westrongly encourage applications from Indigenous Peoples,Black and racialized persons, women, persons withdisabilities, and people of diverse sexual and gender identities.We value applicants who have demonstrated a commitment toequity, diversity and inclusion and recognize that diverseperspectives, experiences, and expertise are essential tostrengthening 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 .