Program Assistant, FOD

OCAD University; Toronto; Hybrid; CAD 38,000 - 49,000; Full time

Job summary

OCAD University is seeking a Program Assistant to act as the first point of contact for students across the Faculty of Design. You will support scheduling, deadlines, and documentation, coordinating with offices across the university to address student concerns.

The role offers a hybrid work arrangement (3 days on campus) and a 35-hour work week under a temporary contract from Sept 8, 2026 to June 30, 2027. Equity and diversity are encouraged in applicants.

Qualifications

• Post-secondary degree or equivalent with two years of administrative work experience.
• Demonstrated commitment to providing outstanding customer service in a diverse environment.
• Experience using learning management systems to support faculty and students; Canvas is an asset.

Responsibilities

• Act as the initial point of contact for Design program students and inquiries.
• Send communications to students including academic instructions, dates and deadlines.
• Provide direct support for students including scheduling appointments and handling files and registration data.
• Assist with Awards Jurying and support for Office of the Registrar processes.
• Prepare and maintain accurate digital filing systems and liaise with Registrar, Student Accessibility Services, Wellness Centre, and International Student Support.
• Generate reports and retrieve curricular and scheduling information using University systems.

Skills

Customer service

Canvas

Microsoft Office

Databases

Interpersonal skills

Communication

Prioritization

Teamwork

Initiative

Equity & diversity

Education

Post-secondary degree or equivalent

Tools

Canvas Cloud

Colleague UI

Self-Service/Student Planning

CROA

Room booking platforms

Job description

OCAD University acknowledges the ancestral territories of the Mississaugas of the Credit, the Haudenosaunee, the Anishinaabeg and the Huron-Wendat, who are the original owners and custodians of the land on which we live, work and create.

Please note that internal job postings are open only to current permanent OPSEU Local 576 Unit 1 employees and temporary OPSEU Local 576 Unit 1 employees with one year of continuous service.

Reporting to the Manager, Faculty of Design Office, the Program Assistantis responsible foracting as theinitialpointofcontactforstudents,acrossall program areas within the Faculty of Design.

Summary of Responsibilities:

• Act as theinitialpoint of contactforallDesignprogramsby responding tostudentinquiries and requests for information, directing inquiries as appropriate
• Responsible forsendingcommunicationto students(i.e. academic instructions,datesand deadlines)
• Providedirect support forstudents, includingschedulingappointmentswith Chairs,supporting Reinstatements,maintainingrelated files,accessing student files,transcriptsand registration information asrequired
• Assist theManager with Awards Jurying
• Workingcollaborativelywith other Faculty of Design Office staff,to supportimprovements tooffice procedures to increase efficiency,andworkflowbalance
• Prepare andmaintainaccuratedigital filing systems
• Liaise with various departments including the Office of the Registrar,Student AccessibilityServices,StudentWellnessCentreandInternational Student Support & Exchange Programsto address student concerns
• Assist withFOD’s participation in theGraduateExhibition,under the direction of theManager
• Support the review and processing of student requests for program changes, reinstatement, and entry into Faculty of Design programs under the Manager’s oversight; prepare and organize required documentation, ensuring all materials are reviewed by the Manager prior to submission to the Office of the Registrar
• Provide administrative support to the Associate Dean, Academic Affairs including support related to academic
  misconduct, grade appeals, studentpetitionsand elevated faculty/student issues
• Act as theinitialcontact for individuals and groups bringing issues to the Office of the Dean, andadviseregardingthe mostappropriate avenueswithin the University’s administrative and academic structures to handle them efficiently
• Serve as secretary to faculty office,programand University committees, as directed by the Manager, Faculty of Design Office
• Generate reports and retrieve curricular and scheduling information using University systems (e.Canvas Cloud, Colleague UI, Self‑Service/Student Planning, CROA, and room‑booking platforms)
• Perform general administrative dutiessuchas:photocopying; booking rooms; preparing and following up on work requests; processing incoming and outgoing mail; ordering office and photocopier supplies; etc.
• Act as back‑up to the Program Assistant(Admin)asrequired
• Support the Manager in daily operations,special projects and other duties that contribute to the successful operation of the Faculty of Design Office

Qualifications:

• Post-secondary degreeorequivalent, withtwo(2)yearsof administrativework experience, preferably in a post-secondary educational environment
• A demonstrated commitment toprovidingoutstanding customer servicein a diverse environment
• Experience using learning management systems to support faculty and students; experience with Canvas, an asset
• Strong computer skills with a knowledgeof MicrosoftOffice applications (Outlook, Word, Excel), andexperience working withdatabases
• Demonstrated project management skillspertaining toorganizinginternational collaborations,special events, competitionsetc.
• Outstanding interpersonal, communication, andproblem‑solvingskills
• Demonstrated attention to detail,and organizational skills, includingthe ability tojuggle competing demands,prioritize tasks and meet deadlines
• Provenability to take initiative and work both independently andparticipatecollaboratively in a team environment
• Demonstrated commitment to the principles of equity and diversity, andexperience promotion a respectful work and learning environment for students,staffand faculty

Compensation:

OPSEU Unit 1, Appendix A, Grade A3; $27.56 to $35.76 per hour

Hours of Work:

Monday to Friday, for a total of 35 hours per week. This is a temporary contract expected to begin Sept 8 th , 2026 and continue until June 30 th , 2027.

Mode of Work:

Hybrid, 3 days on campus.

This posting is for an existing vacancy.

As an employer committed to employment equity, we encourage applications from members of equity‑deserving communities including women, racialized and Indigenous persons,persons with disabilities, and persons of all sexual orientations and gender identities/expressions.

All qualified persons are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short‑listed will be contacted.