Undergraduate Program Assistant

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

Job summary

A leading educational institution in Ontario is seeking an Undergraduate Program Assistant to provide crucial administrative support for its Geography undergraduate programs. This role involves assisting faculty with scheduling, maintaining curriculum documentation, and interacting with over 2000 students. Candidates should possess strong communication skills, organizational abilities, and a two-year community college education. This temporary position lasts from January 5, 2026, to May 15, 2026, offering an engaging work environment within a supportive team.

Qualifications

• Two years of community college program and 18 months of related experience.
• Proficient in Microsoft Office and web editing software.
• Ability to adapt in a fast-paced environment.

Responsibilities

• Assist with course scheduling and planning.
• Maintain undergraduate curriculum documentation.
• Process exams and maintain filing systems.
• Assist with hiring of Sessional Lecturers.
• Submit final grades every semester.

Skills

Excellent oral and written communication

Organizational skills

Problem solving

Attention to detail

Microsoft Office proficiency

Education

Two-year community college program

Tools

Web editing (Drupal preferred)

Colleague

Data Collection Utility (DCU)

Job description

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Primary Category Page: Staff and Management

Division: College of Social and Applied Human Sciences

Requisition ID: 2027

Department: Geography Environment and Geomatics
Position covered by the Collective Agreement with USW Local 4120\

Temporary full-time from01/05/2026to05/15/2026
Temporary Absence of the Regular Incumbent

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

Reporting to the Administrative Assistant to the Chair and the Chair of the Department of Geography, Environment and Geomatics, the Undergraduate Program Assistant (UPA) provides administrative support for all aspects of the undergraduate program, supporting the maintenance and delivery of Geography undergraduate programs. The UPA provides assistance to the Administrative Assistant to the Chair and Chair and is the first line of communication with approximately 20 faculty, staff and more than 2000 undergraduate students regarding all aspects of the undergraduate programs. This position requires the ability to collaborate, implement, distribute, and expedite undergraduate issues as well as to effectively multitask to meet the needs of undergraduate students and faculty.

Duties and Responsibilities

• Assist Chair, Administrative Assistant to the Chair and Undergraduate Program Coordinator with course scheduling and planning.
• Maintain updated documentation for undergraduate curriculum (course enrolments, course outlines, and examinations)
• Processing of exams (includes collection, preparation, and disbursement of exams to SAS or the Registration’s office) and maintain filing system for each semester.
• Assist with the hiring of Sessional Lecturers (creating SL postings, monitoring of hiring portal and compiles applications for review).
• Submit final grades for all Geography courses every semester.
• Order all textbooks for all courses in the department for each semester and maintains filing system for textbook requisitions.
• Assist Faculty with the preparation of URA and URSA postings on the ExperienceGuelph website.
• Provide office administrative support such as answering/re-directing incoming calls, answering inquiries, maintain incoming and outgoing mail and, ordering office supplies.
• Provide backup to other front office staff.

Requirements

• Two (2) years community college program and a minimum of eighteen (18) months of related experience
• Excellent oral and written communication, interpersonal and organizational skills
• Problem solving and analytical skills
• Ability to take initiative to work independently and work as part of a team in a busy and varied environment. Demonstrated success as a member of a team is essential
• Proven aptitude for detail and accuracy and ability to manage multiple demands
• Demonstrated ability to adapt to an evolving and fast‑paced environment with constant interruptions, while maintaining effective communication with all stakeholders
• Demonstrate a genuine interest in the well‑being of students
• High level of professionalism, diplomacy and sound judgment
• Strong computer experience and proficiency with Microsoft Office software, Colleague, Classlists, WebAdvisor, Data Collection Utility (DCU), AODA compliance, Web editing (Drupal is preferred)
• Excellent human relations and communication skills, both verbal and written.
• Attention to detail, adaptability, problem‑solving skills and ability to manage stress.
• An ability to deal with a variety of inquiries and able to work without a great deal of supervision.
• Previous University of Guelph experience is an asset.

Employee Type: Regular
Position Number:10296011
Classification: USW, Local 4120 Salary:Band 3
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:01/03/2026