Graduate Program Assistant

Department: CSAHS-Office of the Dean
Position covered by the Collective Agreement with USW Local 4120

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

The Graduate Program Assistant (GPA) plays a pivotal and highly demanding role in the administrative operations of multiple graduate programs, both research and course-based, within the college. This individual serves as the primary administrative lead for all graduate student files and the associated academic, financial, and regulatory processes. The GPA supports several departments with complex and often conflicting needs, requiring exceptional organizational skills, a strategic mindset, and an unwavering attention to detail.

As the first point of contact for graduate and prospective students, as well as faculty and leadership stakeholders, the GPA is responsible for managing sensitive information, resolving difficult situations diplomatically, and upholding academic policies with both firmness and empathy. This role involves high-level collaboration, advanced data tracking, and expert use of university systems. The ability to anticipate issues, act independently, and work in a fast-paced, deadline-driven environment is essential. This position reports to the Assistant Manager, Graduate Operations.

Duties and Responsibilities

• Maintain and manage all graduate student files with complete accuracy, ensuring compliance with institutional and departmental policies.
• Administer all facets of graduate student lifecycle processes including admissions, registration, progression tracking, degree completion, and funding.
• Liaise with Department Chairs, Graduate Program Coordinators, faculty committees, the Associate Director of GSSPPI, and the Office of Graduate and Postdoctoral Studies (OGPS).
• Serve as a knowledgeable resource and advisor on graduate policy, procedures, deadlines, and funding structures to faculty, staff, and students.
• Track, manage, and reconcile graduate funding packages for over 100 students including scholarships, stipends, awards, and Graduate Teaching Assistantships (GTAs) with precision. The total value of these funds may reach up to $500,000 across multiple departments.
• Manually maintain advanced Excel spreadsheets for all funding transactions, forecasting, and allocations. Ability to audit, clean, and manipulate large datasets is required.
• Resolve complex, high-pressure issues involving frustrated students or faculty with diplomacy, professionalism, and discretion.
• Manage conflicting priorities across departments with efficiency and political sensitivity. Ensure service excellence and compliance.
• Provide operational support during peak periods such as admissions season, orientation, registration windows, and scholarship deadlines. Onsite presence is expected during these critical periods.
• Coordinate with other administrative staff to share documentation, ensure accurate filing systems, and maintain team-wide continuity.
• Support remote and in-person events including orientations, workshops, thesis defenses, and convocations.

Requirements

• Minimum 2 year community college education in administration, business, or a related field. A university degree is strongly preferred.
• Minimum 1.5 years of graduate program assistant experience in academic administration, preferably in graduate studies is required.
• Expertise in Excel. Ability to use tables, formulas, formatting, and data validation tools with confidence. 
• Proficiency in U of G systems. Extensive experience with Colleague, Gryph Forms, Experience Guelph, and related graduate systems is an asset.
• Exceptional prioritization skills. Able to make quick, informed decisions under pressure while balancing competing tasks and urgent requests.
• Strong conflict resolution and de-escalation abilities. Demonstrated experience managing difficult conversations with tact and professionalism.
• Outstanding written and verbal communication. Capable of writing clear policy explanations and professional responses to complex inquiries.
• Meticulous attention to detail especially in areas involving financial data and student records.
• Team-oriented attitude. Willingness to proactively support colleagues, share knowledge, and collaborate on cross-departmental initiatives.
• Adaptability. Comfortable navigating ambiguity, changing priorities, and evolving institutional requirements.
• Experience in change management or process improvement within an academic context.
• Familiarity with immigration and international student funding requirements.
• Knowledge of academic governance structures and launching new graduate programs preferred.

Work Conditions:

• The incumbent must be physically present on campus for the majority of the week, particularly during high-demand periods.
• Participation in evening or after-hours events is expected periodically.
• The GPA is part of a cohesive, high-performing team. Collaboration, mutual support, and information sharing are essential to success in this role.

Employee Type: Regular 
Position Number: 10250051 
Classification: USW, Local 4120 Salary: Band 4  
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: 09/10/2025  
Closing Date: 09/17/2025