Job Postings
Graduate Program Assistant
Job ID: 39840
Faculty/Unit: Faculty of Arts and Humanities
Department: Philosophy
Employee Group: NonUnion
Appointment Type: Contract
Appointment Status: Temporary Full-Time
Start Date: 2025/07/14
End Date: 2025/12/31
Hours per Week: 35.00
Hourly Rate: $30.24
Responsibilities
The Graduate Program Assistant is responsible for supporting the effective and efficient administration of the graduate programs (MA, PhD Philosophy) within the Department of Philosophy, under the direction of the Graduate Program Chair. The incumbent will act as a resource for faculty members, current and prospectivestudents and the public and will provide information on matters related to the graduate programs from the time of inquiry through application, orientation, program progression, examination and post-graduation. The Graduate Program Assistant will act as a resource providing support and guidance regarding University, School of Graduate and Postdoctoral Studies and departmental policies and procedures. The incumbent will assist with allocating, processing and tracking graduate student funding, generating data and reports for review, providingadministrative assistance to leaders and committees, maintaining and updating program websites and assisting with the development of recruitment and communication materials. The Graduate Program Assistant works with Faculty of Arts and Humanities Dean’s Office regarding Faculty specific policies and budget allocations for graduate student funding as required.
Accountabilities
Serves as a point of contact for various inquiries related to graduate programs, graduate students and related matters, responding or referring inquiries to other resources as appropriate, using discretion to escalate concerns to a supervisor as required
Provides guidance to others on an ongoing basis regarding departmental and graduate studies policies, procedures and regulations including application and admission processes, progression requirements, program eligibility and graduation requirements
Assists with the departmental admissions process, including interpreting admissions data to assess admissibility and completeness of the application, distributing and tracking applications, supporting selection committees, recording decisions and preparing formal correspondence
Administers graduate student appointments for Graduate Research Assistants and Graduate Teaching Assistants, completing documentation, forms and letters as required
Gathers information on Graduate Teaching Assistant (GTA) eligibility and requirements based on class size, number of assignments, exams, and drafts GTA allocations for the Chair’s approval
Facilitates graduate student scholarships, internal and external awards and funding packages in accordance with established guideline
Creates, updates and maintains funding sheets that outline all eligible funding for students for approval
Completes all documentation for Graduate Teaching Assistant appointments and ensures the timely submission of paperwork to meet multiple deadlines
Provides administrative assistance to department leaders, faculty members and instructors to support the smooth operation of the department (e.g. maintaining electronic calendars, scheduling meetings, making room reservations, typing and photocopying course materials/examinations, collating reports and statistics, preparing correspondence)
Provides orientation information to new faculty members/lecturers, communicates deadlines and answers questions about department policies and procedures
Maintains departmental files and supports the Leaders with a variety of academic and administrative processes, ensuring deadlines are met
Acts as a resource and participates on various committees, assisting with preparing agendas, meeting minutes, coordinating materials and following up on action items, etc.
Supports program review processes including preparing statistics, performance indicators and reports for review
Supports graduate course scheduling, registration and evaluation processes and the coordination of thesis presentations and examinations
Compiles and uploads grades electronically for approval and submission, reviewing incomplete grades and facilitating a resolution
Maintains departmental records, including class lists, enrollment statistics, records of exams, program progression and adjudications and provides related data and reports to faculty members as requested
Assists with the planning and delivery of orientations for new graduate students and maintains and updates graduate student handbook/orientation materials
Supports the development of print and electronic materials for student outreach and recruitment activities, maintains social media accounts and ensures the departmental website is monitored and maintained
Qualifications
Education:
3 year Community College Diploma in Business Administrative or related field
Experience:
2 year of administrative experience providing customer service
Skills, Abilities & Expertise:
- Knowledge of general office procedures
- Written and verbal communication skills to express ideas clearly, and adapt communication style to suit the situation and audience
- Computer skills with the ability to learn and use software programs
- Basic computer skills in Microsoft Office Suite
- Ability to maintain a positive, outgoing attitude with genuine customer service orientation
- Ability to follow formal business practices with high attention to detail
- Ability to multi-task and maintain an organized and effective personal work environment
- Adapts readily and effectively to changing priorities and demands
- Personable and courteous in working relationships with colleagues, students and the public
- Demonstrated ability to understand and resolve external and internal partner issues
- Ability to work independently and effectively as a member of the team to achieve department goals
- Ability to work in a manner that is compliant with confidentiality requirements
- Strong keyboarding skills
For more information including how to apply please click here: Graduate Program Assistant.
June 26, 2025
