Graduate Program Assistant

Graduate Program Assistant

Tracking Code: req1856

Faculty/Department: Faculty of Science

Number of Positions: 1

Appointment Type: Limited Term

Hours of Work: 35 hours per week

Salary Range: - Starting Salary, Step 1 $62,905

Posting Date: November 26, 2025

Closing Date: December 2, :00 pm EST)

Job Summary: The Graduate Program Assistant provides a range of high-level administrative support to all graduate programs in the Faculty of Science. Supports the efficient operation of graduate programs through maintaining internal office information and document storages process.

Nature of Work: Reporting to the Director, Planning and Operations, and working closely with the Associate Deans and Graduate Program Directors, the incumbent will provide support to all graduate programs, contract preparation, assist with budget planning and IT resource allocation in the Faculty of Science.

The Graduate Program Assistant should have strong communication skills and be able to converse with students, faculty, staff and external stakeholders. This position requires in-depth knowledge and hands-on experience in the academic environment. Excellent organizational and technical skills are essential.

Responsibilities / Accountabilities:

• Liaises with Graduate Program Directors and graduate students to ensure processes are followed and deadlines are met with form completion, thesis defences, thesis submissions, degree audits.
• Creates, generates and updates limited term employee contracts. Collects signatures and prepares for submission to HR in order to meet Payroll deadlines.
• Liaises with HR and Payroll on staff pay inquiries.
• Ensure contracts are in compliance with collective agreements.
• Liaises with IT Services and provides support for computer allocation and access to various university systems.
• Works closely with the Director, Planning & Operations on budget planning.
• Other duties as assigned.

Required Skills

• Ability to communicate effectively and professionally with a wide variety of individuals both internal and external to the Faculty and University.
• Ability to work both independently and collaboratively.
• Problem-solving skills; using effective and creative strategies; flexibility and adaptability to deal with multiple priorities in a diverse setting.
• Strong written and verbal communication skills; proficient in MS-Word, MS-Outlook, MS-Excel, MS-Publisher and social media platforms. A willingness and the ability to learn other computer software packages as required.
• Attention to details, organization and good planning skills.
• Ability to work with integrity, independently and in a team environment.
• Good communication and interpersonal skills.
• The ability to solve problems and troubleshoot hardware problems

Education

• Completion of a post-secondary school graduation diploma/certificate in Office Administration or an equivalent combination of education and related experience may be considered.*
• • Verification of Academic credentials may be required

Required Experience

• A minimum of one year of related successful experience in a university environment.
• Experience in a similar faculty-based role is considered an asset.

How to Apply:

Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until December 2, 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 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: 12/8/2025

Expected End Date: 7/31/2026