Undergraduate/Graduate Programs Assistant

University of Toronto; Toronto; Hybrid; CAD 62,000 - 81,000; Full time

Job summary

The Faculty of Arts & Science at the University of Toronto invites applications for the role of Undergraduate/Graduate Program Assistant. This full-time position will provide administrative support for the Undergraduate and Graduate Programs in the Department of Art History, facilitating essential academic processes and assisting in student services to enhance the educational experience.

Qualifications

• Minimum two years relevant experience in a post-secondary environment.
• Experience in both undergraduate and graduate student services at the University of Toronto.
• Demonstrated advanced computer skills.

Responsibilities

• Acting as the first point of contact for general enquiries.
• Maintaining course information on student information systems.
• Supporting the graduate admissions process.

Skills

Problem-solving

Organizational skills

Time-management skills

Communication skills

Interpersonal skills

Education

Advanced College Diploma (3 years)

Post-Secondary education in Art History or related field

Tools

MS Office

Student information systems (e.g. ROSI)

Job description

Date Posted: 06/06/2025
Req ID: 43337
Faculty/Division: Faculty of Arts & Science
Department: Department of Art History
Campus:St. George (Downtown Toronto)
Position Number: 00057415

Description:

About us:

The Faculty of Arts & Science is the heart of Canada’s leading university and one of the most comprehensive and diverse academic divisions in the world. The strength of Arts & Science derives from our combined teaching and research excellence in the humanities, sciences and social sciences across 29 departments, seven colleges and 46 interdisciplinary centres, institutes and programs.

We can only realize our mission with the dedication and excellence of engaged staff and faculty. The diversity of opportunities and perspectives within the Faculty reflect the local and global landscape and the need for curiosity, innovative thinking and collaboration. At Arts & Science, we take pride in our legacy of innovation and discovery that has changed the way we think about the world.

Founded in 1934, the Department of Art History has an international reputation for scholarly excellence. A curriculum designed around breadth, rigour, and pedagogical effectiveness has made us the largest art history department in North America by undergraduate program enrolments and a leader in reinventing art history education. The Department’s vibrant academic community, extensive library resources, and numerous connections with Toronto’s art world make it a preeminent place to explore the art of societies across history.

Your opportunity:

Under the general direction of the Chair and the day-to-day supervision of the Undergraduate/Graduate Program Administrator, the Undergraduate/Graduate Program Assistant provides administrative support for the Undergraduate and Graduate Programs at the Department of Art History. Responsibilities include acting as the first point of contact for general enquiries, maintaining databases, updating official records and course information on student information systems, and assisting with the coordination of exams and room assignments. The Program Assistant supports the graduate admissions process by administratively supporting the admissions committee, organizing documentation, and helping draft graduate funding letters.

Your responsibilities will include:

• Responding to enquiries within the defined scope of the role and redirecting as appropriate.
• Maintaining course information on student information systems.
• Providing detailed information on eligibility requirements, procedures and deadlines.
• Obtaining course information and materials from instructors.
• Liaising with stakeholders to coordinate space and resource requirements
• Providing routine information on programs and events.
• Updating and maintaining records.
• Generating reports.

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum two years relevant experience in a post-secondary environment providing detailed academic and other information to students and faculty.
• Experience in both undergraduate and graduate student services at the University of Toronto.
• Demonstrated experience with student information systems (e.g. ROSI, ROSI Express, Degree Explorer) or equivalent systems.
• Demonstrated advanced computer skills, including MS Office (e.g. Word, Excel, Outlook, etc.), databases, content management system or other website management system, and group scheduling software.
• Excellent problem-solving, organizational and time-management skills.
• A strong student service orientation, and effective interpersonal skills to deal with students, staff, and faculty with professionalism and tact.
• Excellent communication (verbal and written) skills.

Assets (Nonessential):

• Post-Secondary education in Art History or a related field.
• Experience providing administrative support to the graduate admissions process.
• Experience working with a variety of University of Toronto offices involved in student services (e.g. the Office of the Faculty Registrar at the Faculty of Arts and Science, the Centre for Teaching Support and Innovation, the School of Graduate Studies, Accessibility Services).

To be successful in this role you will be:

• Adaptable
• Communicator
• Meticulous
• Proactive
• Responsible

Please note:

• This role is currently eligiblefor a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the University of Toronto's Alternative Work Arrangements Guideline.

Closing Date: 06/17/2025, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 08 -- $62,832. with an annual step progression to a maximum of $80,351. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Student Services

Lived Experience Statement
Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.