Program Administrator, Employer Relations

Date Posted: 10/09/2025

Req ID: 45460

Faculty/Division: Faculty of Arts & Science

Department: Experiential Learning & Outreach Support

Campus: St. George (Downtown Toronto)

Position Number:

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.

Your opportunity:

The Experiential Learning and Outreach Support office in the Faculty of Arts & Science has a mandate to grow quality experiential learning opportunities for Arts & Science students, including work-integrated learning, career-engaged learning, community-engaged learning, research, and international opportunities.

The Faculty of Arts & Science's Academic Plan calls for an ambitious plan to expand experiential learning opportunities available to undergraduate students across all Arts & Science disciplines. The Faculty is committed to preparing students for lifelong success in the labour market, deepening relationships with local partners in the public, private and non-profit sectors and increasing opportunities for international student mobility. As part of our expansion of experiential learning, we launched the Arts & Science Internship Program (ASIP) in Fall 2021. The program provides specialized professional development training and paid work-integrated learning opportunities for Arts & Science students across 61 different academic programs, with plans for annual growth. Participation in the ASIP stream allows students to explore career options, apply their academic learning in a professional context, gain valuable work experience, and build a professional network. We are committed to equity, diversity and inclusion and to designingprogramming that allows all students to meet their academic and career goals.

Reporting to the Associate Director, Employer Relations & Operations, the Program Administrator, Employer Relations & Operations works closely with the employer relations team to deliver an exceptional level of program support in co-operative education.

Key responsibilities include coordinating logistics for employer recruitment activities, such as adding employer and organization accounts to the job board, uploading co-op job postings, scheduling interviews, presenting job offers to students, and organizing information sessions and industry nights. The role also involves managing a range of office administrative functions, including database maintenance; data manipulation, organization, and reporting; staying informed on policies; and maintaining the program's procedures manual.

In collaboration with the Program Administrator, Student Services, the incumbent also liaises with employers and industry partners to coordinate work term site visits and participation in industry events. As the first point of contact for prospective employer partners, the Program Administrator gathers preliminary information and connects them with the appropriate team member for further relationship development. This role plays a key part in fostering a positive, welcoming, and professional experience for all stakeholders while ensuring fast, efficient, and accurate customer service.

This is a term position to October 2026.

Your responsibilities will include:

• Acting as the first point of contact for program-related enquiries
• Collating and organizing data for various reports
• Updating and maintaining database records
• Determining logisticaldetails and activities for events and/or programming
• Developing content for marketing and/or promotional materials
• Promoting programs and service offerings to internal and/or external contacts
• Analyzing administrative processes and procedures and recommending changes for improvement
• Fostering and maintaining a network of external contacts to support recruitment strategies

Essential Qualifications:

• Bachelor's Degree or acceptable combination of equivalent experience.
• Minimum of three (3) years of recent and related administrative and student service experience in the areas of work-integrated learning, outreach, sales, business development or external relations, preferably in a university or highly complex public sector environment
• Experience maintaining student record databases and using Customer Relationship Management software (CRM), e.g. CLNx (Orbis) and CSM (Symplicity)
• Experience in organizing events of various sizes involving multiple stakeholders and external partners/clients
• Strong ability to confidently and professionally communicate with external partners/clients in writing, in person and on the phone/video and takes initial steps at evaluating how the prospective employer's co-op roles would fit with our co-op program and students' skill sets
• Superior organizational and time management skills with the ability to effectively balance time sensitive independent and team-based projects. Ability to quickly pivot to changing priorities
• Strong problem-solving skills with the ability to independently troubleshoot issues within the parameters of policies, standard operating procedures and past practices
• Tact, diplomacy and professionalism
• Shows sound judgement in dealing with confidential information
• Customer-service focused and dedicated to meeting the expectations and requirements of internal and external stakeholders
• Self-motivated learner with demonstrated commitment to professional growth and development
• Demonstrated commitment to equity, diversity, inclusion, and the promotion of a respectful and collegial learning and working environment
• Ability to work in and comfort within a fast-paced student services environment and juggle many activities simultaneously
• Strong proficiency with Microsoft Office Suite including, but not limited to, Microsoft Excel

Assets (Nonessential):

• Advanced proficiency with Microsoft Excel (e.g., pivot tables, vlookup, macros) to compile, analyze, and summarize data for reporting and planning purposes
• Proficient in the use of RSVP management tools (e.g. Eventbrite, Doodle, MailChimp, etc.) and survey creation tools (e.g. MS Forms, Qualtrics, Survey Monkey, etc.)
• Knowledge of labour market trends, workplace standards and rights, and recruiting practices

To be successful in this role you will be:

• Adaptable
• Meticulous
• Organized
• Possess a positive attitude
• Proactive
• Problem solver

For internal staff, a copy of the detailed job description is available upon request from the Faculty of Arts and Science HR Office by emailing:

Closing Date: 10/20/2025, 11:59PM ET

Employee Group: USW

Appointment Type: Budget - Term

Schedule: Full-Time

Pay Scale Group & Hiring Zone:

USW Pay Band 10 - $72,119. with an annual step progression to a maximum of $92,226. 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.