Undergraduate/graduate Programs Assistant

**Date Posted**:06/06/2025
**Req ID**: 43337
**Faculty/Division**: Faculty of Arts & Science
**Department**: Department of Art History
**Campus**: St. George (Downtown Toronto)
**Position Number**: 00057415

**Description**:
**About us**:
The Faculty of Arts & Science is the heart of Canada’s leading university and one of the most comprehensive and diverse academic divisions in the world. The strength of Arts & Science derives from our combined teaching and research excellence in the humanities, sciences and social sciences across 29 departments, seven colleges and 46 interdisciplinary centres, institutes and programs.

We can only realize our mission with the dedication and excellence of engaged staff and faculty. The diversity of opportunities and perspectives within the Faculty reflect the local and global landscape and the need for curiosity, innovative thinking and collaboration. At Arts & Science, we take pride in our legacy of innovation and discovery that has changed the way we think about the world.

Founded in 1934, the Department of Art History has an international reputation for scholarly excellence. A curriculum designed around breadth, rigour, and pedagogical effectiveness has made us the largest art history department in North America by undergraduate program enrolments and a leader in reinventing art history education. The Department’s vibrant academic community, extensive library resources, and numerous connections with Toronto’s art world make it a preeminent place to explore the art of societies across history.

**Your opportunity**:
Under the general direction of the Chair and the day-to-day supervision of the Undergraduate/Graduate Program Administrator, the Undergraduate/Graduate Program Assistant provides administrative support for the Undergraduate and Graduate Programs at the Department of Art History. Responsibilities include acting as the first point of contact for general enquiries, maintaining databases, updating official records and course information on student information systems, and assisting with the coordination of exams and room assignments. The Program Assistant supports the graduate admissions process by administratively supporting the admissions committee, organizing documentation, and helping draft graduate funding letters.

**Your responsibilities will include**:

- Responding to enquiries within the defined scope of the role and redirecting as appropriate.
- Maintaining course information on student information systems.
- Providing detailed information on eligibility requirements, procedures and deadlines.
- Obtaining course information and materials from instructors.
- Liaising with stakeholders to coordinate space and resource requirements
- Providing routine information on programs and events.
- Updating and maintaining records.
- Generating reports.

**Essential Qualifications**:

- Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
- Minimum two years relevant experience in a post-secondary environment providing detailed academic and other information to students and faculty.
- Experience in both undergraduate and graduate student services at the University of Toronto.
- Demonstrated experience with student information systems (e.g. ROSI, ROSI Express, Degree Explorer) or equivalent systems.
- Demonstrated advanced computer skills, including MS Office (e.g. Word, Excel, Outlook, etc.), databases, content management system or other website management system, and group scheduling software.
- Excellent problem-solving, organizational and time-management skills.
- A strong student service orientation, and effective interpersonal skills to deal with students, staff, and faculty with professionalism and tact.
- Excellent communication (verbal and written) skills.

**Assets (Nonessential)**:

- Post-Secondary education in Art History or a related field.
- Experience providing administrative support to the graduate admissions process.
- Experience working with a variety of University of Toronto offices involved in student services (e.g. the Office of the Faculty Registrar at the Faculty of Arts and Science, the Centre for Teaching Support and Innovation, the School of Graduate Studies, Accessibility Services).

**To be successful in this role you will be**:

- Adaptable
- Communicator
- Meticulous
- Proactive
- Responsible

**Please note**:

- This role is currently eligible for a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the University of Toronto's Alternative Work Arrangements Guideline.

**Closing Date**: 06/17/2025, 11:59PM ET
**Employee Group**: USW
**Appointment Type**: Budget - Continuing
**Schedule**: Full-Time
**Pay Scale Group & Hiring Zone**:
**Job Category**: Student Services

**Lived Experience Statement