Undergrad/Grad Program Assistant (Guelph, CA, N1G 2W1) en University of Guelph - Improve Life

Department: OAC Office of the Dean
Position covered by the Collective Agreement with USW Local 4120

If you are a current employee of the University of Guelph you must apply on the internal Career Page in order to be considered as an internal applicant. 
Career Opportunities (sapsf.com)

General Purpose

The Graduate and Undergraduate Program Assistant is responsible for providing administrative program support for the graduate and undergraduate programs in the Ontario Agricultural College. This position also provides support for all Associate Diploma programs for which OAC is responsible. 

This includes communicating with department units, processing applications, assisting with the administration of Graduate Research Assistantships (GRA) and Graduate Teaching Assistantships (GTA), advising students in regard to administrative matters throughout their studies, and coordinating qualifying exams and dissertation defences. The Graduate and Undergraduate Program Assistant also supports Program Coordinators and faculty within departments in regard to all graduate and undergraduate student matters and must be an expert in appropriate university policies and procedures that relate to graduate and undergraduate students. 

Duties and Responsibilities

The responsibilities of this position include supporting various departments within OAC College. These tasks include, but are not limited to, recruitment, preparing offer letters, and processing LMIA applications. Additional duties include assisting with URA/USRA, Work Study, and Summer Experience Programs, as well as updating and maintaining the OAC and departmental intranet sites. The role also requires providing backup for other administrative tasks, such as coordinating interviews, managing key assignments, handling reception duties, and booking vehicles, rooms, and other resources.

Requirements

• Candidate must have completed two (2) year community college diploma in administration or related fields
• Candidate must have two years of general office administration in general office administration or clerical support in a fast-paced, service-oriented environment. Experience in an office environment with a variety of policies, procedures, and systems and a diverse group of people:
• Experience with prioritizing a wide set of tasks and managing daily work activities to complete tasks to meet deadlines
• Demonstrated experience providing administrative and customer service support, including handling inquiries from multiple stakeholders via email, phone, and in person.
• Experience with scheduling meetings, managing calendars, and organizing events or activities.
• Proven ability to work with confidential information and maintain discretion and professionalism.
• Experience working with documents, data entry, and file management, both physical and electronic.
• Experience developing/improving processes
• Experience managing conflict and resolution
• Experience with customizing SharePoint sites which includes the use of Power Automate and Power Apps is essential.
• Comfortable using standard office software (e.g., Microsoft Office Suite) and able to learn and adapt to institutional systems or databases.
• Candidates must demonstrate: initiative; attention to detail, strong organizational skills, dependability, the ability to work effectively both independently and as a member of a team, strong written and oral communication skills, and the ability to prioritize tasks in a high-volume time constrained environment. 
• Experience working in an academic department; experience with University Graduate programs and policies is an asset. 

Employee Type: Regular 
Position Number: 10123018 
Classification: USW, Local 4120 Salary: Band 4  
USW Local 4120 Wage Grid

*Tentative evaluation; subject to final review.

At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

Posting Date: 09/08/2025  
Closing Date: 09/15/2025