Graduate Program Assistant - Limited Term

Ontario University Athletics; Oshawa; On-site; CAD 55,000 - 75,000; Full time

Job summary

Ontario Tech University seeks a Graduate Program Assistant to provide high-level administrative support across graduate and research programs within the Faculty of Business and Information Technology. You will advise faculty and students from recruitment through degree completion, liaising with SGPS and other units to ensure policy compliance and efficient operations.

The role supports the faculty's research agenda, coordinates defenses and events, and helps prepare communications and admissions

Qualifications

• Well-developed written and oral communication skills.
• Customer service oriented with public relations focus.
• Demonstrated professionalism, good judgment and discretion.
• Strong organizational and time-management skills in a fast-paced environment.
• Attention to detail and initiative.
• Proficiency with Microsoft Office, Adobe apps and social media/web tools.
• Experience with Banner is an asset.
• Willing to work flexible hours, including evenings or weekends.

Responsibilities

• Serve as primary contact for graduate faculty and students from admission to graduation.
• Provide administrative support to senior leaders and program directors.
• Support graduate education reviews, program cycles and committee activities.
• Coordinate liaison with SGPS, ORS and other units to ensure policy compliance.
• Assist with defenses, capstone presentations, internships and research events.
• Support TA allocations and graduate research/RA processes.
• Assist in developing graduate and research materials and communications.
• Inform prospective students about programs, admissions and procedures.

Skills

Communication skills

Customer service

Team player

Organization

Attention to detail

MS Office

Banner

Flexible hours

Education

Post-secondary education (2+ years)

Tools

Banner

Job description

Graduate Program Assistant - Limited Term

Tracking Code: req2167

Faculty/Department: Faculty of Business and Information Technology

Number of Positions: 1

Appointment Type: Limited Term

Hours of Work: hours per week

Salary Range: Level 6- Starting Salary, Step 1$64,792

Posting Date: August 13, 2026

Closing Date: August 20, 2026(7:00 pm EST)

Job Summary

Reporting to the Director, Planning and Operations, the GraduateProgram Assistant (GPA) provides a wide range of high level administration 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 contactfor graduate faculty members and graduate students from admission tograduation, providing information and support related to programrequirements, registration, course selection, documentation submission,transcript audits, University policies and other
• Provides administrativesupport to the Director of Planning and Operations, the Associate Dean,Research and Graduate Studies, the Graduate Program Director(s) and theResearch Institute Director(s)
• Provides administrativesupport to the Graduate Education, its program reviews and other graduateand research committees, including participation and action items relatedto committee meetings
• Liaises with the Schoolof Graduate and Post-Doctoral Studies (SGPS), Office of Research Servicesor other University Units to ensure compliance with University-widepolicies and processes related to graduate programs
• Coordinates and supportsthesis defenses, capstone project presentations, internships, researchpresentations, etc., working closely with ADs, GPDs, IDs and graduatestudent supervisors
• Assists the Director ofPlanning and Operations and the Associate Dean in the assignment ofgraduate student Teaching Assistantships, and the processing of GraduateResearch and Research Assistantships
• Supports the planningand coordination of graduate and research related events, such as FBITgraduate orientation bootcamps, graduate student recruitment events,research events
• Assists in thedevelopment of all graduate, research and other promotional materials suchas admissions publications, brochures, videos and web pages
• Provides information toprospective graduate students about programs, admission requirements,application procedures and general aspects of the graduate and researchprograms

Required Skills

• Well-developed writtenand oral communication skills
• Customer service focusedwith related public relations skills
• Dedicated team playerwith strong interpersonal skills and demonstrated ability to exercise ahigh degree of professionalism, good judgment, and discretion
• Strong organizationaland time management skills with an ability to prioritize and managesimultaneous responsibilities in a fast-paced environment
• Strong attention todetail and willingness to take initiative
• Working knowledge andtechnically proficiency the use of Microsoft Office, Adobe applications,social media platforms, other web applications, etc.
• Previous experience withBanner would be considered an asset
• Willing and able to workflexible hours to meet deadlines and to attend evening or weekend eventsand activities

Required Education

• Completion ofpost-secondary education consisting of two or more academic years orequivalent combination of education and experience

Verification of Academic credentials may be required

Required Experience

• Over 1 year ofincreasingly related experience in a university environment, withconsideration given to graduate and research portfolios
• 3+ years of experienceof related experience in a university setting is strongly preferred
• An equivalentcombination of education and related experience may be considered
• General understanding ofgraduate and research program topics related to Commerce and InformationTechnology, including business, analytics, artificial intelligence, IT andcyber security, and computer science

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 website https://ontariotechu.ca and which may be amended from time-to-time.

OntarioTech 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 contact Julie Day, Health and Disability Management Specialist. For more information about the universities policies for accommodating employees with disabilities please review the university’s Accessibility 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 the Mississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa and Pottawatomi.

Job Location: Oshawa, Ontario, Canada

Expected Start Date: 8/24/2026

Expected End Date: 4/30/2027