Graduate Program Assistant

Department: Animal Biosciences
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

Reporting to the Administrative Officer, the incumbent is responsible for coordinating the thesis graduate program in the department of Animal Biosciences for approximately 160 full-time and part-time students across four graduate programs: Animal Breeding and Genetics, Animal Nutrition, Animal Physiology and Animal Behaviour and Welfare. The position also provides support with the recruitment of Teaching Assistants and Sessionals, scholarships and general administrative support to the department.

Duties and Responsibilities

• Providing and receiving graduate student application packages, which includes ensuring that each application is complete, evaluating transcripts, acknowledging receipt of packages and reference letters, and participating in the new graduate student selection committee.
• Maintaining statistics for the Graduate Studies Committee and for the periodic reviews, and preparing nomination forms for Associate Graduate Faculty and Special Graduate Faculty
• Assisting in the coordination of graduate-student recruitment activities and with the preparation of outreach/recruitment/information materials
• Notifying graduate students of upcoming award and scholarship availability and deadlines; receiving all material for scholarships/awards, ensuring that all awards application packages are complete; monitoring the status of prospective student applications; preparing a preliminary grade ranking for each award for submission to the Graduate Studies Committee; monitoring School allocations of internal awards to ensure equitable distribution to students before the deadlines – we don’t usually know what scholarships students have (other than major ones like OGS, IDTS)
• Providing back-up support for the CBM (Course-based Master’s) and undergraduate program, allocating space in the graduate offices, handling keys, as well as providing general office assistance as requested
• Participating in the TA/sessional selection committees. The incumbent will also be responsible for posting TA/sessional jobs and sending TA/sessional job offers.
• Uploading graduate grades and sending them to the appropriate office.
• Setting up and completing administrative tasks for defences and qualifying exams.
• Responding to enquiries from prospective and current graduate students

Requirements

• Two (2) year community college in business administration or in a related field (university degree preferred) and a minimum of one (1) year of related experience, or an equivalent combination of education and experience
• Excellent oral and written communication, interpersonal and organizational skills

• Knowledge of the University of Guelph policies, Collective Agreements and procedures related to recruitment, admissions and graduate programs is an asset
• Problem solving and analytical skills with proficiency in mathematics for evaluating transcripts

• Ability to take initiative to work independently and work as part of a team in a busy and varied environment
• 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
• Experience with Colleague, Couselink, WebAdvisor, Experience Apps would be an asset

Employee Type: Regular 
Position Number: 10108059 
Classification: USW, Local 4120 Salary: Band 4  
USW Local 4120 Wage Grid

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: 03/27/2025  
Closing Date: 04/03/2025