Graduate Program Specialist

Primary Category Page : Staff and Management

Division : College of Engineering

Requisition ID : 2041

Department : CoE-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 College of Engineering is seeking a highly organized and service-oriented Graduate Program Specialist to support the administration of its graduate programs. Reporting to the Manager, Graduate Programs, the Graduate Program Specialist plays a key role in ensuring the effective delivery, coordination, and integrity of MSc, MEng, and PhD programs, including interdisciplinary offerings.

This position provides comprehensive administrative, advising, and coordination support to graduate students, faculty, and academic committees, and requires strong judgment, attention to detail, and a thorough understanding of academic policies and procedures.

Duties and Responsibilities

• Provide in-course advising and administrative guidance to graduate students on program requirements, academic milestones, policies, and procedures (e.g., progress reports, leaves, extensions, examinations, and thesis submission).
• Coordinate graduate examinations, including qualifying exams and thesis defences, ensuring compliance with university regulations and timelines.
• Administer graduate funding processes, including Graduate Research Assistantships (GRAs), Graduate Teaching Assistantships (GTAs), bursaries, scholarships, and awards.
• Support internal and external scholarship and award competitions, including application processing, rankings, and reporting.
• Coordinate GTA postings and appointments in accordance with collective agreements and university policy.
• Support graduate recruitment and admissions activities, including responding to applicant inquiries, transcript evaluation, file preparation, and issuance of offers of admission.
• Maintain accurate academic and administrative records, databases, and reports related to graduate enrollment, progress, funding, and outcomes.
• Provide administrative support to graduate-level committees and contribute to institutional reporting and data requests.
• Liaise with central university units, including the Office of Graduate and Postdoctoral Studies and the Office of the Associate Dean (Research).

Requirements

Employee Type : Regular

Position Number : 10126165

Classification : USW, Local 4120 Salary : Band 4

USW Local 4120 Wage Grid

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 : 12 / 19 / 2025

Closing Date : 12 / 26 / 2025

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