Graduate Program Specialist

Ontario University Athletics; Guelph; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading educational institution in Guelph is seeking a Graduate Program Specialist to support the administration of graduate programs. The role includes advising students, coordinating examinations, and managing funding processes. Candidates should have strong organizational, analytical, and communication skills, along with a relevant diploma or degree. This regular position with the institution promotes an inclusive culture, welcoming applicants from all backgrounds. Applications are open until December 26, 2025.

Benefits

Inclusivity in hiring practices

Qualifications

• Experience in academic or administrative roles, preferably in a postsecondary environment.
• Proficiency in managing confidential information with discretion and professionalism.
• Ability to work independently and manage competing priorities.

Responsibilities

• Provide in-course advising and administrative guidance to graduate students.
• Coordinate graduate examinations and ensure compliance with regulations.
• Administer graduate funding processes, including scholarships and assistantships.
• Support graduate recruitment and admissions activities.
• Maintain accurate academic and administrative records and reports.

Skills

Organizational skills

Analytical skills

Communication skills

Interpersonal skills

Attention to detail

Education

Two-year college diploma in office administration or related field

Undergraduate degree in business administration (preferred)

Tools

Microsoft Office

Student information systems

Job description

Primary Category Page: Staff and Management

Division: College of Engineering

Requisition ID: 2041

Department:CoE-Office of the Dean
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

The College of Engineering is seeking a highly organized and service-oriented Graduate Program Specialist to support the administration of its graduate programs. Reporting to the Manager, Graduate Programs, the Graduate Program Specialist plays a key role in ensuring the effective delivery, coordination, and integrity of MSc, MEng, and PhD programs, including interdisciplinary offerings.

This position provides comprehensive administrative, advising, and coordination support to graduate students, faculty, and academic committees, and requires strong judgment, attention to detail, and a thorough understanding of academic policies and procedures.

Duties and Responsibilities

• Provide in-course advising and administrative guidance to graduate students on program requirements, academic milestones, policies, and procedures (e.g., progress reports, leaves, extensions, examinations, and thesis submission).
• Coordinate graduate examinations, including qualifying exams and thesis defences, ensuring compliance with university regulations and timelines.
• Administer graduate funding processes, including Graduate Research Assistantships (GRAs), Graduate Teaching Assistantships (GTAs), bursaries, scholarships, and awards.
• Support internal and external scholarship and award competitions, including application processing, rankings, and reporting.
• Coordinate GTA postings and appointments in accordance with collective agreements and university policy.
• Support graduate recruitment and admissions activities, including responding to applicant inquiries, transcript evaluation, file preparation, and issuance of offers of admission.
• Maintain accurate academic and administrative records, databases, and reports related to graduate enrollment, progress, funding, and outcomes.
• Provide administrative support to graduate-level committees and contribute to institutional reporting and data requests.
• Liaise with central university units, including the Office of Graduate and Postdoctoral Studies and the Office of the Associate Dean (Research).

Requirements

• Two-year college diploma in office administration or a related field (undergraduate degree in business administration preferred) combined with relevant work experience. A combination of education and experience will be considered.
• Demonstrated experience in academic or administrative roles, preferably within a postsecondary environment.
• Strong knowledge of, or ability to quickly learn, graduate academic policies, procedures, and governance structures.
• Excellent organizational, analytical, and time-management skills, with strong attention to detail.
• Proven ability to manage confidential information with discretion and professionalism.
• Strong interpersonal and communication skills, with the ability to work effectively with students, faculty, and staff.
• Proficiency with Microsoft Office and administrative systems; experience with student information systems is an asset.
• Ability to work independently, manage competing priorities, and adapt to a dynamic academic environment.

Employee Type: Regular
Position Number:10126165
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: 12/19/2025
Closing Date:12/26/2025