Program Assistant, Graduate Programs

University of Victoria; Victoria; On-site; CAD 50,000 - 60,000; Full time

Job summary

A Canadian university is seeking a Program Assistant for Graduate Programs to act as the main point of contact for graduate inquiries and support administrative processes. Responsibilities include coordinating applications, administering the defence process, and organizing orientations. The ideal candidate will have at least 3 years’ experience in a relevant field and possess strong communication and organizational skills. This role offers an opportunity to contribute to a diverse and inclusive environment.

Qualifications

• 3 years' experience working within a comparable environment.
• Experience maintaining confidential and sensitive information with discretion.
• Experience composing routine business communications.

Responsibilities

• Serve as the main contact for graduate program inquiries.
• Provide administrative support to the Associate Director.
• Coordinate applications and admissions processes.

Skills

Commitment to diversity and inclusivity

Ability to prioritize and manage tasks

Clear and professional communication

Experience with event planning

Proficiency in Microsoft Office Suite

Education

3 years’ experience in a similar environment

Tools

Microsoft Office Suite

Adobe

Job description

Overview

The Program Assistant, Graduate Programs is the main point of contact for all graduate program inquiries and assists with interpreting university, faculty, and departmental level graduate policies and procedures. This position provides administrative support to the Associate Director Graduate Education/Graduate Advisor and the NP Program Coordinator including committee support. In collaboration with the Graduate Education Advisor, the position coordinates the applications and admissions process, administers the process for MN and PhD defences, and supports the graduate financial awards process. This position also organizes and coordinates the graduate and PhD student orientations and on-sites and may participate in a variety of program information sessions and career fair events.

Responsibilities

• Serve as the main point of contact for graduate program inquiries and interpret university, faculty, and departmental graduate policies and procedures.
• Provide administrative support to the Associate Director Graduate Education/Graduate Advisor and the NP Program Coordinator, including committee support.
• Coordinate the applications and admissions process in collaboration with the Graduate Education Advisor.
• Administer the process for MN and PhD defences.
• Support the graduate financial awards process.
• Organize and coordinate graduate and PhD student orientations and on-sites.
• Participate in program information sessions and career fair events as needed.

Qualifications

• Education, training, and experience equivalent to 3 years’ experience working within a comparable environment.
• Knowledge/Skills/Abilities:
  • Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.
  • Ability to prioritize and manage multiple tasks with attention to detail and accuracy.
  • Ability to use judgment, independent thinking, and basic analysis to resolve routine issues and support effective administrative processes.
  • Ability to interpret and apply policies, procedures, and guidelines.
  • Ability to communicate clearly and professionally with individuals from diverse backgrounds and tailor communication style for different audiences.
  • Experience composing routine business communications such as emails, memos, and basic reports.
  • Experience scheduling meetings, coordinating calendars, and providing logistical support.
  • Experience maintaining confidential and sensitive information with discretion.
  • Experience supporting meetings, including pre-planning and recording outcomes or minutes.
  • Experience with basic event planning and coordination.
  • Proficiency with standard computer applications and office software (e.g., Microsoft Office Suite, Adobe, and content management systems).