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University of Toronto

Graduate Program Assistant (1-Year Term)

Toronto, ON, Canada

USW Pay Band 08 -- $66,522 with an annual step progression to a maximum of $85,069.

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Job details

Pay: USW Pay Band 08 -- $66,522 with an annual step progression to a maximum of $85,069.
Apply by: Nov 18, 2026
Experience: Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
Posting language: English
Posted: Nov 9, 2026

Original job description

Date Posted: 11/09/2026
Req ID: 50934
Faculty/Division: Faculty of Applied Science & Engineering
Department: Dept of Mechanical & Industrial Eng
Campus: St. George (Downtown Toronto)
Position Number: 00050877
Existing Vacancy: Yes

Description:

About us:

The Department of Mechanical & Industrial Engineering is home to about 60 professors leading research on a very broad range of topics. On the Industrial Engineering side, research areas include Operations Research, Information Engineering, Human Factors, and Applied Machine Learning, all of which seek to improve the systems we as humans rely on to navigate our world. On the Mechanical Engineering side, research areas include Robotics, Mechanics & Design, Materials, and Thermofluids, topics that are applied to applications including manufacturing, energy production, and bioengineering.

We are also home to about 2,000 very talented students: about 1,300 undergraduates are enrolled in the Industrial Engineering and in the Mechanical Engineering BASc programs. We have about 350 Master of Engineering (MEng) students, a professional program for students taking courses with us for a year or two. And we have about 350 MASc and PhD students, who work individually on research projects with a particular professor.

Your opportunity:

In this role you will be responsible for the day-to-day activities supporting the graduate office at MIE on the post admission stage of the program and will prescreen and provide preliminary counsel and advice to applicants, students, faculty within the MIE Department, the University, and the general public.

Your responsibilities will include:

Providing detailed information to students on program and/or course requirements
Scheduling appointments for prospective students, applicants, and current students to address individual needs
Acting as the first point of contact for general enquiries
Receiving and passing on application documents for review; collating and organizing data for various reports
Tracking the status of applications
Providing detailed information on eligibility requirements, procedures and deadlines
Verifying the accuracy and completeness of documents
Providing basic support and general referrals to individuals in distress

Essential Qualifications:

Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
Minimum two years of recent and related front-line customer service experience.
Experience applying and interpreting student and academic program related policies and procedures and/or experience providing information on admission and related processes.
Minimum one year of recent and relevant experience in an administrative support role.
Demonstrated experience providing excellent customer service and sensitivity to the needs of students, academics, and staff.
Knowledge and professional proficiency with ROSI system, or equivalent enterprise level student information systems.
Knowledge and professional proficiency with School of Graduate Studies (SGS) online application systems or equivalent systems.
Must have strong communication (oral and written) and interpersonal skills with the proven ability to maintain productive working relationships with both internal and external stakeholders.
Strong proficiency with standard office suites (MS office) including word processing, spreadsheets, data base software and outlook required.
Must have the ability to take initiative, work independently, with direction, and also collaborate on a team.
Must have strong organizational and time management skills with the proven ability to work well under pressure and meet competing priorities and deadlines.
Demonstrated ability to display strong analytical and problem-solving skills, good judgment, tact, attention to detail, and the ability to maintain confidentiality.
Demonstrated commitment to equity, diversity, inclusion and the promotion of a respectful and collegial learning and working environment.

Assets (Nonessential):

Knowledge of School of Graduate Studies (SGS) online application systems.
GMS – Graduate Management System.
Experience working with international graduate students.

To be successful in this role you will be:

Adaptable
Approachable
Organized
Resourceful
Team player

Closing Date: 11/17/2026, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Term
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 08 -- $66,522 with an annual step progression to a maximum of $85,069. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Student Services

Lived Experience Statement
Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.

Job descriptions are available upon request for internal applicants.

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More about this job

Responsibilities

The role involves supporting the graduate office with post-admission activities, including prescreening applicants and providing counsel to students and faculty. Responsibilities also include managing student inquiries, scheduling appointments, and maintaining accurate records for program requirements.

Requirements

Candidates must have an Advanced College Diploma and at least two years of recent front-line customer service experience. Proficiency in administrative support, student information systems like ROSI, and strong organizational skills are required.

Skills

Customer service
Administrative support
Data management
Communication
Interpersonal skills
Time management
Organizational skills
Problem-solving
Analytical skills
MS Office
ROSI system
SGS online application systems
Confidentiality
Attention to detail

Visa sponsorship

Not detected in the job text

Keywords

Graduate Program Assistant
Mechanical & Industrial Engineering
Student Services
ROSI
SGS
Administrative Support
Customer Service
Data Entry
Academic Administration
Admissions
Operations Research
Information Engineering
Human Factors
Applied Machine Learning
Robotics
Thermofluids
MS Office
Equity
Diversity
Inclusion
Time Management
Record Keeping
University Administration
Student Counseling
Professional Development

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