Undergrad Program Officer - Casual

University of Toronto; Toronto; On-site; CAD 41,000 - 54,000; Part time

Job summary

The University of Toronto is seeking an Undergrad Program Officer - Casual to support undergraduate academic programs and provide exceptional service to prospective students, applicants, current students, faculty, and staff.

Reporting to the Registrar and Manager, Student Services, the role coordinates admissions, registration, examinations, awards administration, and program delivery, ensuring accurate student information across systems and coordinating course timetables, schedules, and program

Qualifications

• Advanced College Diploma (3 years) or equivalent experience.
• Minimum two years providing administrative support in a post-secondary environment.
• Experience supporting student-facing academic programs, admissions, registration, examinations, and academic records processes.
• Experience maintaining databases, student information systems, records management systems, and generating reports.
• Experience coordinating schedules, timetables, room bookings, and academic programming activities.
• Experience handling confidential information and maintaining accurate records.
• Strong written and verbal communication skills.
• Excellent organizational and time management skills with ability to prioritize deadlines.

Responsibilities

• Acting as the first point of contact for general enquiries from prospective students, applicants, students, faculty, and staff
• Providing information regarding program requirements, regulations, policies, procedures, awards, and student services
• Scheduling appointments for prospective students, applicants, and current students
• Liaising with students and faculty to coordinate program activities and schedules
• Coordinating admissions, registration, and examination-related processes
• Maintaining course and student information in student information systems
• Preparing and disseminating course, program and policy information
• Coordination of invigilation processing including hiring, training and scheduling examination invigilators
• Processing, tracking and monitoring awards, financial aid, petitions and appeals
• Providing administrative support for relevant committees and taking minutes
• Creating, updating, and maintaining student records and administrative files
• Coordinating room bookings and instructional space assignments
• Generating reports and maintaining confidential records
• Supporting program activities, seminars, workshops, and special initiatives
• Scheduling meetings and preparing routine correspondence and documentation
• Maintaining locker room assignments
• Providing support for placement and exchange programs
• Handling fees or fines and issuing receipts

Skills

Communication

MS Office

Education

Advanced College Diploma (3 years)

Tools

Microsoft Office

Job description

Undergrad Program Officer - Casual

Date Posted: 09/04/2026
Req ID:50089
Faculty/Division: Faculty of Dentistry
Department: Faculty of Dentistry
Campus: St. George (Downtown Toronto)
Existing Vacancy: Yes

Description

About us

Exciting new advances and global challenges are radically reshaping the field of dentistry. Our vision at the Faculty of Dentistry at the University of Toronto is to not just address and respond to these changes – but to thoughtfully and conscientiously shape the field of the future.
With our robust and comprehensive educational training programs (DDS, MSc, PhD degrees, IDAPP and other specialty programs), our emphasis on community outreach and care, and our internationally known and interdisciplinary research mission, the Faculty of Dentistry at the University of Toronto continues to earn its reputation as one of the top dental schools in North America. Throughout more than 150 years of dental education -- the oldest, largest and most comprehensive training program in Canada -- we have striven to graduate the highest quality of students while providing the public the highest standards of care.

Your opportunity

Reporting to the Registrar, and Manager, Student Services, the Undergraduate Program Officer plays a key role in supporting undergraduate academic programs and providing exceptional service to prospective students, applicants, current students, faculty, and staff. The Undergraduate Program Officer is responsible for coordinating a wide range of academic and administrative activities related to admissions, student records, registration, examinations, exhange and placements, awards administration, and program delivery. Working in a dynamic and student-focused environment, the incumbent provides detailed information regarding program requirements, policies, procedures, and student services while ensuring the accuracy and integrity of student information and academic records across student systems. The Undergraduate Program Officer works closely with students and faculty to coordinate academic activities, examinations, course timetables, awards, and program communications. The role is also responsible for organizing awards and registration processes, maintaining records and files, generating reports, supporting committee and operational activities, and coordinating placements, invigilation,supplemental and examination logistics. The incumbent will exercise sound judgment, maintain confidentiality, and contribute to the effective delivery of undergraduate programs and student services

Your responsibilities will include

• Acting as the first point of contact for general enquiries from prospective students, applicants, students, faculty, and staff
• Providing detailed information regarding program requirements, academic regulations, policies, procedures, awards, and student services
• Scheduling appointments for prospective students, applicants, and current students
• Liaising with students and faculty to coordinate program activities and schedules
• Coordinating admissions, registration, and examination-related processes
• Maintaining course and student information in student information systems
• Preparing and disseminating course, program and policy informaiton
• Coordination of Invigilation processing including hiring, training and scheduling examination invigilators
• Processing, tracking and monitoring awards, financial aid, petitions, and appeals processes
• Providing administrative support for relevent committes, including taking and disseminating minutes and relevant information.
• Creating, updating, and maintaining student records and administrative files
• Coordinating room bookings, instructional space assignments, and room changes in support of scheduling and academic needs
• Generating reports and maintaining confidential records in accordance with established policies and procedures
• Supporting program activities, seminars, workshops, and special initiatives
• Scheduling meetings and preparing routine correspondence and documentation
• Maintaining locker room assignments
• Providing support for placement and exchange programs
• Handling fees or fines and issuing receipts on a limited basis

Essential Qualifications

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum two years providing administrative support in a post-secondary environment.
• Demonstrated experience supporting student-facing academic programs, admissions, registration, examinations, and academic records processes.
• Experience maintaining databases, student information systems, records management systems, and generating reports.
• Experience coordinating schedules, timetables, room bookings, and academic programming activities.
• Experience handling confidential information and maintaining accurate recordsStrong written and verbal communication skills.
• Excellent organizational and time management skills, with the ability to prioritize multiple competing deadlines.
• Demonstrated problem-solving and analytical skills.
• Strong attention to detail and commitment to accuracy.
• Excellent customer service and interpersonal skills with the ability to interact effectively with students, faculty, staff, and external stakeholders.
• Ability to work both independently and collaboratively in a team environment.
• Sound proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, MS Teams, and related technology tools.
• Demonstrated professionalism, discretion, and sound judgment when dealing with sensitive matters.

To be successful in this role you will be:

• Approachable
• Communicator
• Diplomatic
• Multi-tasker
• Organized
• Team player

Note: Please note this is for a casual position less than 6-months.

Note: Please note that this is for casual position less than 6-months. Hours of work for this position are Monday - Friday, 8:45 am - 5:00 pm onsite.

Closing Date: 09/16/2026,11:59PM ET
Employee Group: USW Casual

Appointment Type: Casual - Less than 6-months
Schedule: Monday - Friday, 8:45 am - 5:00 pm
Hourly Wage: $34.33
Job Category: Student Services

Diversity Statement

The University of Toronto embraces Diversity and is building a culture of belonging that increases our capacity to effectively address and serve the interests of our global community. We strongly encourage applications from Indigenous Peoples, Black and racialized persons, women, persons with disabilities, and people of diverse sexual and gender identities. We value applicants who have demonstrated a commitment to equity, diversity and inclusion and recognize that diverse perspectives, experiences, and expertise are essential to strengthening 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].

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