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University of Guelph

Graduate Program Assistant

Guelph, ON, N1G 2W1, Canada

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Job details

Apply by: Nov 6, 2026
Posting language: English
Posted: Oct 29, 2026

Original job description

Department: Molecular and Cellular Biology
Position covered by the Collective Agreement with USW Local 4120

If you are a current employee of the University of Guelph you must apply on the internal Career Page in order to be considered as an internal applicant.
Career Opportunities (sapsf.com)

General Purpose

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 Molecular and Cellular 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.

Duties and Responsibilities

Provide guidance to graduate students on academic policies, procedures, and program requirements
Database/Sharepoint 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

Administrative & Departmental Support

Provide general administrative support to faculty, staff, and students with graduate activities around GTAs and GRAs
Administer and record final grades for graduate courses
Act as backup support within the administrative team to the Operations and Undergraduate Coordinator
Participate on departmental and university committees as required
Maintain strict confidentiality and a high standard of service delivery

Requirements

Completion of a 2-year Community College diploma (degree preferred) and 2 years of work experience, preferably in an academic environment or an equivalent combination of education and experience. Familiarity working within an academic environment is preferred.
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, Sharepoint, and website software. Proficiency in University systems such as Colleague and ExperienceApps is an asset

Employee Type: Regular
Position Number: 10144076
Classification: USW, Local 4120 Salary: Band 4
USW Local 4120 Wage Grid

*Tentative evaluation; subject to final review.

At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

Posting Date: 10/29/2026 Closing Date: 11/05/2026

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More about this job

Responsibilities

The Graduate Program Assistant coordinates the efficient operation of graduate programs, including recruitment, admissions, and student support. They also provide administrative assistance to faculty and staff while maintaining accurate academic records and program statistics.

Requirements

Candidates must have a 2-year community college diploma and at least 2 years of relevant work experience, preferably in an academic setting. Strong organizational, communication, and computer skills are required, along with the ability to handle sensitive information with confidentiality.

Skills

Administrative support
Database management
Sharepoint
Record-keeping
Student advising
Communication
Organizational skills
Problem solving
Customer service
Microsoft Office
Scheduling
Logistics
Confidentiality
Multitasking
Academic policy
Data management

Visa sponsorship

Not detected in the job text

Keywords

Graduate Program Assistant
Molecular and Cellular Biology
University of Guelph
Administrative Support
Database Management
Sharepoint
Academic Records
Student Recruitment
Thesis Defences
Qualifying Examinations
Microsoft Office
Colleague
ExperienceApps
USW Local 4120
Higher Education
Policy Compliance
Data Analysis
Customer Service
Confidentiality
Logistics

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