Job Description

Graduate Program Assistant - Limited Term

Tracking Code:

req1731

Faculty/Department:

Faculty of Engineering and Applied Science

Number of Positions:

1

Appointment Type:

Limited Term 12 months

Hours of Work:

35 hours per week

Salary Range:

Level 6 - Starting Salary, Step 1 $62,905

Posting Date:

September 4, 2025

Closing Date:

September 10, 2025 (7:00 pm EST)

Job Summary:

The Graduate Program Assistant, under the direction of the Assistant Dean of Graduate Studies, provides administrative support to the graduate programs within the Faculty of Engineering and Applied Science (FEAS).

Nature of work:

Reporting to the Director, Planning and Operations, the Graduate Program Assistant (GPA) provides high-level administrative support to all graduate programs within the Faculty of Engineering and Applied Science. Under the day-to-day direction from the Assistant Dean of Graduate Studies, the GPA works closely with Faculty Graduate Program Directors, Department Chairs, and other Faculty staff.

Responsibilities/accountabilities:

Act as primary contact for all graduate students from admission to graduation, providing support related to course selection, program requirements, scheduling and registration Support Graduate Program Directors and coordinate and attend all Graduate Committee and Graduate Admission Committee meetings Provide information to prospective Graduate students about programs, admission requirements, application procedures and general aspects of the graduate programs Liaise with the School of Graduate and Post-Doctoral Studies (SGPS) to ensure compliance with all SGPS policies Assist the Department Chairs, and Graduate Program Directors in the assignment of Graduate student Teaching Assistantships, and the processing of Graduate Research Assistantships Coordinate all thesis oral examinations, major paper completions, PhD candidacy exams, and PhD comprehensive exams, including scheduling, documentation submission and transcript audits Ensure accurate information is distributed to all students and faculty regarding graduate student policies or announcements Assist in the development of all graduate program recruitment and promotional materials such as admissions publications, brochures, videos and web pages Provide general administrative program support including managing of correspondence, filing, and maintaining distribution lists

Required Skills:

Well-developed written and oral communication skills, and strong presentation, organizational and time management skills Technically proficient in the use of Microsoft Office applications, Adobe Connect, social media platforms and Google Drive Working knowledge of web applications and previous experience with Banner would be considered an asset Proven team player dedicated to excellent customer service with public relations skills Ability to manage many tasks simultaneously in a fast-paced environment Demonstrated ability to exercise a high degree of professionalism, good judgment, initiative, tact, and discretion Willing and able to work flexible hours to meet deadlines and to attend evening or weekend events and activities

Required Education:

Completion of a minimum 2 year post-secondary education or equivalent combination of education and experience Verification of Academic credentials may be required

Required Experience:

A minimum of one year of related successful experience in a university environment

How to Apply:

Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until September 10, 2025 or until a suitable candidate is found. We appreciate all applications received; however, only those candidates selected for an interview will be contacted.


This position falls within the bargaining unit represented by the Ontario Public Service Employees Union (OPSEU) and will be subject to the terms and conditions of the collective agreement between the university and the OPSEU. To the extent that policies are not included in the collective agreement, employment will also be governed by the university's policies which may also be found on our website https://ontariotechu.ca and which may be amended from time-to-time.


Ontario Tech University is actively committed to equity, diversity, inclusion, indigenization and decolonization (EDIID), and welcomes applications from all qualified candidates, while especially encouraging applications from First Nations, Metis, Inuit peoples, Indigenous peoples of North America, racialized persons, persons with disabilities, and those who identify as women and/or 2SLGBTQ+. All qualified candidates are encouraged to apply; however, Canadian citizens, permanent residents, Indigenous Peoples in Canada, and those eligible to work in Canada, will be given priority.



Ontario Tech University respects people's different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate. The University is also committed to ensuring that confidentiality is maintained throughout all aspects of the recruitment cycle.



If you require accommodation, please contact Julie Day, Health and Disability Management Specialist. For more information about the universities policies for accommodating employees with disabilities please review the university's Accessibility Policy


The university acknowledges the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties. We are situated on the Traditional Territory of the Mississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa and Pottawatomi.

Job Location:

Oshawa, Ontario, Canada

Expected Start Date:

9/15/2025

Expected

End Date:

12/11/2026