Job Description

Graduate Program Assistant

Tracking Code: req789

Faculty/Department: Faculty of Health Sciences

Number of Positions: 1

Appointment Type: Full-Time Continuing

Hours of Work: 35 hours per week

Salary Range: Level 6 - Starting Salary, Step 1 $50,054

Posting Date: August 10, 2023

Closing Date: August 25, 2023

Job Summary: This position supports FHS Graduate students, graduate recruitment and admissions processes, the Associate Dean, Research and Graduate Studies as well as the Director of MScN (GPD). The position is responsible for the coordination of the Graduate Committee (GPC), liaising with the School of Graduate and Postdoctoral Studies (SGPS), and assisting the AD and GPD in the management of FHSc Graduate programs and Students.

Nature of work:
This position reports to the Dean, in the Faculty of Health Sciences.

This position provides administrative support for the program as well as the Associate Graduate and Graduate Program Director

Responsibilities/accountabilities:

• Promote FHSc programs at graduate fairs
• Develop and maintain content for promotional materials including websites, ensuring content is always up-to-date.
• Respond to applicant, student, and general inquires (in person / phone / email)
• Support admission processes including initial screening of applicants
• Acts as primary contact for all graduate students from admission to graduation.
• Directs students in need to the various support services on campus.
• Provide graduate student academic advising on courses following program maps/handbooks
• Advise students on internship and capstone processes
• Coordinate/track attendance at required seminars
• Conduct student audits and check internship eligibility
• Advise students on scholarships opportunities, etc.
• Assists in processing graduate research assistantship funds.
• Supports students in registration processes, changes in status, withdrawals, etc.
• Liaise with SGPS to process graduate student acceptances, admissions
• Review and update FBIT list of graduate students/supervisors with SGPS
• Receive and manage request forms for graduate program offers
• Assist the AD in the coordination of TA assignments
• Coordinate with the Academic Planning Specialist and Student Services Assistant in planning grad courses and handling grades and exams
• Participate in and provide support to GPC meetings
• Provide support for graduate program reviews
• Provide administrative support to the AD, GPD and GPC
• Track position status and oversee paperwork for Adjunct and Graduate Faculty appointments
• Plan and coordinate FHSc graduate orientation activities
• Coordinate the thesis defense/capstone research project presentation, etc., working closely with the AD, GPD and graduate student supervisors
• Keep track of and support graduate seminars
• Coordinate Graduate student recruitment events with staff and students and promote student showcases to employers

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, Canvas, and Google Drive.
• 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.
• Strong interpersonal and organizational skills required
• Strong attention to detail

Required Education:

• Completion of a Formal Post-Secondary/College Program of Two Academic Years or Equivalent in business administration or similar

• Verification of Academic credentials may be required

Required Experience:

• Minimum 1 to 3 years of experience in a University environment
• Office Administration;
• Event Coordination;
• Experience with data analysis and policy interpretation, implementation, and development

How to Apply:

Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until August 25, 2023 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 and which may be amended from time-to-time.

Ontario Tech University is an equal opportunity employer and welcomes applications from all qualified candidates, while especially encouraging applications from women, members of visible minorities, Indigenous peoples, persons with disabilities, and persons of any sexual orientation, gender identity, and gender expression. All qualified candidates are encouraged to apply; however, Canadian citizens, permanent residents and Indigenous Peoples 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 , Health and Disability Management Specialist. For more information about the universities policies for accommodating employees with disabilities please review the university\'s

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: 9/1/2023

Ontario Tech University