Graduate Program Specialist

University of Guelph • Guelph, ON

19h • Onsite

About The Position

The College of Engineering is seeking a highly organized and service-oriented Graduate Program Specialist to support the administration of its graduate programs. Reporting to the Manager, Graduate Programs, the Graduate Program Specialist plays a key role in ensuring the effective delivery, coordination, and integrity of MSc, MEng, and PhD programs, including interdisciplinary offerings. This position provides comprehensive administrative, advising, and coordination support to graduate students, faculty, and academic committees, and requires strong judgment, attention to detail, and a thorough understanding of academic policies and procedures.

Requirements

• Two-year college diploma in office administration or a related field (undergraduate degree in business administration preferred) combined with relevant one to two years of work experience. A combination of education and experience will be considered.
• Demonstrated experience in academic or administrative roles, preferably within a postsecondary environment.
• Strong knowledge of, or ability to quickly learn, graduate academic policies, procedures, and governance structures.
• Excellent organizational, analytical, and time-management skills, with strong attention to detail.
• Proven ability to manage confidential information with discretion and professionalism.
• Strong interpersonal and communication skills, with the ability to work effectively with students, faculty, and staff.
• Proficiency with Microsoft Office and administrative systems; experience with student information systems is an asset.
• Ability to work independently, manage competing priorities, and adapt to a dynamic academic environment.

Nice To Haves

• undergraduate degree in business administration preferred
• experience with student information systems is an asset

Responsibilities

• Provide in-course advising and administrative guidance to graduate students on program requirements, academic milestones, policies, and procedures (e.g., progress reports, leaves, extensions, examinations, and thesis submission).
• Coordinate graduate examinations, including qualifying exams and thesis defences, ensuring compliance with university regulations and timelines.
• Administer graduate funding processes, including Graduate Research Assistantships (GRAs), Graduate Teaching Assistantships (GTAs), bursaries, scholarships, and awards.
• Support internal and external scholarship and award competitions, including application processing, rankings, and reporting.
• Coordinate GTA postings and appointments in accordance with collective agreements and university policy.
• Support graduate recruitment and admissions activities, including responding to applicant inquiries, transcript evaluation, file preparation, and issuance of offers of admission.
• Maintain accurate academic and administrative records, databases, and reports related to graduate enrollment, progress, funding, and outcomes.
• Provide administrative support to graduate-level committees and contribute to institutional reporting and data requests.
• Liaise with central university units, including the Office of Graduate and Postdoctoral Studies and the Office of the Associate Dean (Research).

What This Job Offers

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