Graduate Program Advisor and Administrator

Date Posted: 04/13/2026
Req ID: 47650
Faculty/Division: Faculty of Applied Science & Engineering
Department: Department of Materials Science & Engineering
Campus: St. George (Downtown Toronto)
Position Number: 00040294
Existing Vacancy: Yes

About us:

A leader in materials research and applications, we are an integral part of the Faculty of Applied Science & Engineering. The Department of Materials Science & Engineering is a discipline that enables all technologies, and is at the forefront of addressing global issues that have a direct impact on our lives today. Our cutting-edge research in advanced materials creates technological solutions for environmental challenges such as climate change, resource depletion and energy availability. As a world leader in materials applications and processing, our commitment to research and teaching excellence fosters innovative thinking, leading to the development of sustainable technologies that make a global impact.

Your opportunity:

Under the general direction of the Manager of Administration, and the Associate Chair, Graduate Studies, the Graduate Program Advisor and Administrator is responsible for the administration of graduate programs, including graduate student services, counseling and initiatives. The incumbent will guide students through their MSE graduate program experience, leading or participating in activities related to admissions, scholarships, scheduling, academic counselling, and internships. The incumbent will ensure that all departmental registrarial and related activities are consistent with Departmental, Faculty and University policies and procedures. As the first point of contact for graduate students and graduate faculty, the incumbent will provide a range of administrative support functions to the Department. This position is responsible for launching new initiatives and programs in the graduate office.

Your responsibilities will include:

• Advising students on academic and/or financial matters by providing options and consequences incorporating personal circumstances impacting academic success and an understanding of an individual's background
• Conceptualizing, organizing and executing new initiatives, events and programs in the graduate office
• Providing detailed information on program and/or course eligibility requirements, procedures, policies and deadlines
• Reviewing and assessing admissions applications
• Analyzing statistical information to inform enrollment projections and planning
• Maintaining and creating information on digital platforms and/ or printed material
• Coordinate Graduate Student activities around Graduate Seminar
• Making informed referrals and supporting an individual in distress until referral contact is made; Handling sensitive and/or confidential information

Essential Qualifications:

• Bachelor's Degree in Materials Science and Engineering or acceptable combination of equivalent experience.
• Minimum four years relevant experience in student services and program administration; preferably applying graduate policies and guidelines for providing student counselling.
• Familiarity with using ROSI, the University’s student records system or equivalent and SLATE.
• Demonstrated sensitivity to student needs, and excellent customer service.
• Strong organizational, time management and multi-tasking skills.
• Excellent verbal, written and listening skills.
• Demonstrated attention to detail in completing and maintaining detailed, accurate records, ability to meet deadlines while working in an environment with interruptions; exercising good judgment, tact, discretion and initiative.
• Ability to cope with changing set of academic regulations, and adapt to new and/or changing procedures.
• Proficiency with the Teaching Assistant Management System (TAMS).
• Experience editing content for brochures, newsletters, websites and/or handbooks.

To be successful in this role you will be:

• Approachable
• Efficient
• Organized
• Problem solver
• Tactful

Closing Date: 04/21/2026, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 12 -- $81,312. with an annual step progression to a maximum of $103,986. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Registrarial 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.

A job description is available upon request