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University of Toronto

Program Assistant (80% FTE)

Toronto, ON, Canada

USW Pay Band 08 at 80% FTE -- $53,217 with an annual step progression to a maximum of $68,055.

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Job details

Pay: USW Pay Band 08 at 80% FTE -- $53,217 with an annual step progression to a maximum of $68,055.
Apply by: Nov 4, 2026
Experience: Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
Posting language: English
Posted: Oct 26, 2026

Original job description

Date Posted: 10/26/2026
Req ID: 50688
Faculty/Division: Faculty of Applied Science & Engineering
Department: APSC Admin. Units
Campus: St. George (Downtown Toronto)
Position Number: 00047962
Existing Vacancy: Yes

Description:

About us:

The Faculty’s Cross-Disciplinary Programs Office provides academic and administrative leadership to enhance cross-disciplinary educational services for U of T Engineering students. We seek to provide the foundation for success in academic and student life by providing guidance to undergraduate students in choosing minors, certificates while meeting their degree requirements.

The Cross-Disciplinary Programs Office coordinates 10 minors, 17 certificates and several dedicated course offerings to support the various programs. Programs are available to all undergraduate engineering disciplines and recent data indicate that approximately 70% of graduating students are completing one or more of these programs as part of their degree.

The CDP Office involves interaction with all Faculty departments, the Registrar’s Office, and various departments and offices in the Faculty of Arts and Science and other partner faculties.

Your opportunity:

This position is an opportunity to work with students and faculty from all disciplines of engineering in a highly collaborative environment. Our leadership team provides an open, professional environment that fosters a culture built on respect, goal orientation, self-motivation, accountability, and teamwork. We believe in recognizing and valuing our employee’s contributions to the advancement of the office’s goals while promoting a strong commitment to work-life balance among our employees.

Reporting to the Associate Director, the Program Assistant provides front-line assistance and program support to the Faculty’s Minor and Certificate programs and other interdisciplinary courses and programs. The position is the front-line support for students interested in our minor and certificate programs and provides the necessary administrative assistance to keep the programs running smoothly.

Your responsibilities will include:

Providing detailed information to students on minor and certificate program and/or course requirements
Acting as the first point of contact for general enquiries on our programs
Responding to enquiries within the defined scope of the role and redirecting as appropriate
Disseminating program information to current and potential students
Liaising with students and faculty to coordinate program activities
Updating and maintaining records on ACORN and Degree Explorer
Serving as a resource to others by providing (non-supervisory) job-related guidance
Assisting with data collection and reporting requirements

Essential Qualifications:

Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
Minimum two years of recent and relevant experience providing administrative support and front-line student services related to academic programs and processes in a university setting. Experience in an interdisciplinary university setting is preferred.
Must have experience providing prospective and current post-secondary students tailored academic program and policy information based on their inquiries and needs.
Knowledge of STEM disciplines.
Experience working directly with faculty members and students in a detail-oriented and client services role.
High level of proficiency with personal computers and appropriate software packages including Microsoft Office Suite
Advanced level knowledge and experience with Quercus or similar student portal.
Proficient with ROSI and Degree Explorer or similar student information system.
Superior organizational, communication (oral and written) and interpersonal skills, with the proven ability to explain complex processes and procedures to a wide range of audiences.
Demonstrated commitment to equity, diversity, inclusion and the promotion of a respectful and collegial learning and working environment.
Proven ability to accurately interpret, apply and communicate procedures and policies effectively with minimum oversight.
Demonstrated ability to work independently and collaboratively, work well under pressure, take initiative and set priorities and organize among multiple tasks and deadlines.
Sound judgement, discretion, tact, and diplomacy, especially when handling sensitive and confidential matters.
Strong customer service orientation and sensitivity to deal with the needs of students, staff, and faculty professionally.
Ability to balance competing requirements of the position and delivering timely advice and service to students, faculty and staff with high accuracy and attention to detail.

Assets (Nonessential):

University degree.
Knowledge of engineering undergraduate curriculum requirements.

To be successfulin this role you will be:

Approachable
Communicator
Organized
Problem solver
Team player

Note: This position is a part-time position at 80% FTE.

Closing Date: 11/03/2026, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Part-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 08 at 80% FTE -- $53,217 with an annual step progression to a maximum of $68,055. 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 Program Assistant provides front-line administrative support and guidance to students regarding minor and certificate programs within the Faculty of Applied Science & Engineering. Responsibilities include maintaining student records, coordinating program activities, and acting as the primary point of contact for student inquiries.

Requirements

Candidates must possess an Advanced College Diploma and at least two years of recent experience in administrative support within a university setting. Proficiency in student information systems like ROSI and Degree Explorer, along with strong communication and organizational skills, is required.

Skills

Administrative support
Student services
Academic program coordination
Data collection
Reporting
Communication
Interpersonal skills
Microsoft Office Suite
Quercus
ROSI
Degree Explorer
Customer service
Problem solving
Time management
Attention to detail
Policy interpretation

Visa sponsorship

Not detected in the job text

Keywords

Program Assistant
Administrative Support
Student Services
Higher Education
Academic Programs
STEM
Microsoft Office
Quercus
ROSI
Degree Explorer
ACORN
Data Collection
Client Services
Policy Interpretation
Engineering
Faculty Support
Record Keeping
Communication
Interdisciplinary Programs
University Administration

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