Graduate and Research Programs Assistant

University of Guelph • Guelph, ON

1d • Onsite

About The Position

Reporting to the Manager, OVC Graduate Programs, the Admissions Graduate Program Assistant (GPA) provides administrative support for graduate recruitment and admissions activities across 4 departments with a focus on service excellence, accuracy, and collaboration. This position operates within a shared portfolio model, working closely with a portfolio co-lead to coordinate admissions processes. The role requires collaboration, attention to detail, and flexibility to provide support across the OVC Graduate Programs Team as operational needs arise. The admissions portfolio is a high-volume operation supporting graduate applications, funding administration, and admissions-related communication. Sound judgement and strong organizational skills are essential to success in the role. Candidates should note that graduate admissions operates on a cyclical academic calendar, with peak periods typically occurring between October and March. While primarily administrative, the role may occasionally involve participation in graduate recruitment events, virtual or on-campus information sessions, and outreach initiatives to promote OVC gradute programs to prospective domestic and international applicants. The admissions portfolio includes shared information management system and relies heavily on technology-driven processes. The successful candidate will maintain and update admissions tracking tools, using Microsoft Lists, SharePoint, Power Automate, and other institutional systems. Support the development, maintenance, and enhancement of automated workflows, process improvements, and data-driven systems. Identify opportunities to improve service delivery and enhance the applicant experience.

Requirements

• Two-year college diploma in office administration, business, higher education administration, or a related field.
• One (1) year of previous experience in a client-focused service environment.
• A collaborative and team-oriented approach, with demonstrated success working within shared responsibilities and cross-functional teams.
• Demonstrated excellence in: Interpersonal and client service skills
• Demonstrated excellence in: Verbal and written communication skills
• Demonstrated excellence in: Organizational and time management skills
• Demonstrated excellence in: Problem solving and critical thinking skills
• Demonstrated excellence in: Initiative and leadership in fast-paced, deadline-driven environments.

Nice To Haves

• Undergraduate degree preferred.
• Experience in a post-secondary academic environment, particularly graduate studies, admissions, or student services, is strongly preferred.
• Lived experience as a graduate student would be considered an asset.
• Experience using student information systems such as the University of Guelph's Colleague, GryphForms, and ExperienceApps systems is considered an asset.
• Advanced knowledge of Microsoft 365 applications, including Teams and the Planner function, and proven technical skills with automation, SharePoint, and shared document management.

Responsibilities

• Working collaboratively with the co-portfolio lead as the team subject experts on admissions.
• Providing responsive, professional, and accurate guidance to prospective applicants and faculty advisors regarding admissions requirements, application processes, timelines, and funding opportunities.
• Liaising closely with departmental graduate selection committees to coordinate admissions reviews, recommendations, and decision-making processes.
• Conducting evaluations of domestic and international academic transcripts and reviewing supporting documentation, in accordance with program and institutional requirements.
• Entering, validating, and confirming graduate funding packages and related admissions information, maintaining a high standard of accuracy and confidentiality.
• Maintaining accurate applicant records and supporting the preparation of admissions-related reports and documentation, for forecasting and strategic planning purposes.
• Maintain and update admissions tracking tools, using Microsoft Lists, SharePoint, Power Automate, and other institutional systems.
• Support the development, maintenance, and enhancement of automated workflows, process improvements, and data-driven systems.
• Identify opportunities to improve service delivery and enhance the applicant experience.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree