Graduate Assistant

University of Toronto • Toronto, ON

1d • CA$67,916 - CA$86,855 • Onsite

About The Position

The Dalla Lana School of Public Health (DLSPH) is a Faculty of the University of Toronto with a rich history and a significant role in public health research and education. The Institute of Health, Policy, Management and Evaluation (IHPME) within DLSPH is a leading center for health policy, health services, health informatics, clinical epidemiology, and health care research in Canada. IHPME attracts exceptional students from diverse backgrounds and its alumni hold leadership positions across the healthcare system. The Institute is supported by generous donors and partners who contribute to new initiatives and student financial needs.

As a Graduate Assistant, you will support the daily operations of the IHPME Graduate office. Reporting to the Business Manager, you will collaborate with the Graduate Coordinator, Graduate Administrator, and Program Directors to provide a wide range of services. This includes coordinating student defenses, events, program extensions, alumni tracking, assisting with admissions, and coordinating interviews. Your strong organizational skills will be crucial for managing the admissions process and maintaining student records. Your customer service and attention to detail will be key to the success of these programs.

Requirements

• Bachelor's Degree or acceptable combination of equivalent experience.
• Two (2) years’ related experience, in student services and program administration.
• Demonstrated knowledge of graduate policies and guidelines.
• Demonstrated knowledge of key graduate functions including preparing funding packages, awards and interviews.
• Experience coordinating academic programs, including checking students program requirements and monitoring student degree progress.
• Demonstrated experience entering, updating and maintaining application data databases.
• Experience providing basic support to students and general referrals to students in distress.
• Experience interpreting exam policies, rules, and regulations.
• Advanced proficiency in MS Office Suite, Adobe Acrobat/Photoshop, plus a demonstrated affinity to learn and acquire new computer applications.
• Excellent written and oral communication skills.
• Good team player, who will integrate and collaborate with other office staff.
• Tact, diplomacy and good judgment in dealing with students, applicants, faculty and staff.
• Ability to work independently with solid organizational and problem-solving skills.
• Strong initiative, resourceful, and very good attention to detail with ability to apply guidelines to a variety of situations.
• Proven ability to work effectively while managing competing priorities.

Nice To Haves

• Master’s degree is an asset.
• Knowledge of the University of Toronto and School of Graduate Studies (SGS) policies and procedures.
• Knowledge of ROSI/ACORN, Blackboard and FIS.

Responsibilities

• Coordinates student defense processes by advising departmental contacts on the interpretation of examination policies, rules and regulations, scheduling Chairs for doctoral exams and responding to requests for copy of exams/re-reads.
• Coordinating interview schedules, scheduling committee meetings and determining logistical details for events and/or program activities.
• Preparing acceptance and/or decline letters to applicants using templates.
• Entering, updating, and maintaining application data databases including creating and updating student records as well as monitoring student degree progress.
• Taking and distributing meeting minutes, preparing meeting agendas and coordinating meeting schedules, agendas, materials, action and follow-up items.
• Editing content for brochures, newsletters, websites and/or handbooks and liaising with academic units and stakeholders to support academic calendar production initiatives.
• Accomplishing financial duties including handling fees or fines and issuing receipts on a limited basis and handling expenses for events.
• Updating and maintaining internal award records disseminating information regarding the disbursement of awards, collecting and passing on submissions for award competition coordinating activities related to the preparation of annual graduate funding packages.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level