Graduate Program Assistant

University of Guelph•Guelph, ON

About The Position

The Department of Integrative Biology is a large, research-intensive unit supporting over 30 faculty members, more than 100 graduate students, postdoctoral fellows, and research staff. Reporting to the Administrative Officer, the Graduate Program Assistant is responsible for co-ordinating the efficient and effective operation of the Department’s graduate programs, including a number of interdisciplinary graduate programs and course-based Masters, as well as providing support to the Graduate Coordinator and department faculty in relation to graduate students. The incumbent works closely with the Graduate Coordinator in many aspects of the program including awards, compensation, defences, program planning, recruitment activities, submitting appropriate documentation to the Office of Graduate Studies, maintaining statistical information for the department Chair, Graduate Committee, ADR and Office of Graduate Students. The Graduate Program Assistant is the main contact for the majority of enquiries and advice for in-course students. It is expected that the incumbent be well versed on all graduate student matters and appropriate university policies and procedures and any collective agreements relating to graduate students in order to maintain the academic standards and integrity of all Integrative Biology graduate programs. The Graduate Program Assistant is also an integral part of the Administrative team in the department and will work with the team to maintain a high level of service to our faculty, staff and students.

Requirements

Completion of a 2-year Community College diploma (Undergraduate degree preferred) and 2 years of work experience, preferably in an academic environment or an equivalent combination of education and experience.
Maintain high levels of confidentiality especially with regards to sensitive matters
Professionalism, diplomacy, judgement
Ability to multitask and prioritize while maintaining high quality, accurate, work
Attention to detail, strong organizational and problem solving skills
Understanding of complex policies, procedures, and, systems that apply in an academic environment, especially relating to Graduate students; experience providing student support
Experience working in a fast-paced environment with constant interruptions
Ability to work effectively both independently and with a team
Excellent communication (written and oral), organizational, and problem solving skills
Excellent customer service skills including sensitivity to issues, concerns and needs of students, staff and faculty.
Proficiency in computer systems, particularly Microsoft Office, email & calendaring, social media, website software.

Nice To Haves

Familiarity working within an academic environment is preferred.
Proficiency in University systems such as Colleague and ExperienceApps is an asset

Responsibilities

Provide guidance to graduate students on academic policies, procedures, and program requirements
Database management and record-keeping skills. Monitor student progress and maintain accurate academic and administrative records. Provide program statistics as required.
Coordinate qualifying examinations and thesis defences, including scheduling and logistics
Support graduate recruitment, admissions, and onboarding activities
Liaise with faculty and central administrative units on graduate program matters
Provide general administrative support to faculty, staff, and students
Administer and record final grades for graduate courses
Assist with departmental operations including office space allocation and logistics
Publish public communications (monthly newsletter, e-mail blasts, graduate webpages, social media)
Act as backup support within the administrative team
Participate on departmental and university committees as required
Maintain strict confidentiality and a high standard of service delivery