Graduate Program Assistant | Human Resources

University of Guelph
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Graduate / traineeship

Office, Clerical and Technical

Graduate Program Assistant

Hiring #: 2020-0382

Please read the Application Instructions before applying

Reporting to the Administrative Officer, the incumbent is responsible for providing administrative support for the graduate program in the department of Animal Biosciences for approximately 160 full-time and part-time students across four graduate programs: Animal Breeding and Genetics, Animal Nutrition, Animal Physiology and Animal Behaviour and Welfare. The position also provides support with the recruitment of Teaching Assistants and Sessionals, scholarships and general administrative support to the department.Key duties and responsibilities include:

  • Responding to enquiries from prospective and current graduate students
  • Providing and receiving graduate student application packages, which includes ensuring that each application is complete, evaluating transcripts, acknowledging receipt of packages and reference letters, and distributing appropriate documentation to Graduate Studies Office
  • Maintaining statistics for the Graduate Studies Committee and for the periodic reviews, and preparing nomination forms for Associate Graduate Faculty and Special Graduate Faculty
  • Assisting in the coordination of graduate-student recruitment activities and with the preparation of outreach/recruitment/information materials
  • Notifying graduate students of upcoming award and scholarship availability and deadlines; receiving all material for scholarships/awards, ensuring that all awards application packages are complete; monitoring the status of prospective student applications; preparing a preliminary grade ranking for each award for submission to the Graduate Studies Committee; monitoring School allocations of internal awards to ensure equitable distribution to students before the deadlines
  • Provide back-up support for the undergraduate programs, allocating space in the graduate offices, handling keys, as well as providing general office assistance as requested
  • Other duties as assigned

Position Requirements:

  • One (1) year community college program in a related field (university degree preferred) and a minimum of one (1) year of related experience, or an equivalent combination of education and experience
  • Excellent oral and written communication, interpersonal and organizational skills
  • Knowledge of the University of Guelph policies, Collective Agreements and procedures related to recruitment, admissions and graduate programs is an asset
  • Problem solving and analytical skills with proficiency in mathematics for evaluating transcripts
  • Ability to take initiative to work independently and work as part of a team in a busy and varied environment
  • Proven aptitude for detail and accuracy and ability to manage multiple demands
  • Demonstrated ability to adapt to an evolving and fast-paced environment with constant interruptions, while maintaining effective communication with all stakeholders
  • Demonstrate a genuine interest in the well-being of students
  • High level of professionalism, diplomacy and sound judgment
  • Strong computer experience and proficiency with Microsoft Office software
  • Experience with Colleague, Couselink, WebAdvisor, Webnow, Win Pro Marks, Datatel would be an asset

This appointment is regularly performed on- campus but will be initially fulfilled both remotely (off-campus) and on-campus until the University resumes its regular operations

Position Number 108-059 Salary Range $23.36 Minimum (Level 1) $26.11 Normal Hiring Limit (Level 3) $31.60 Job Rate (Level 7)

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: 2020 11 18 Closing Date: 2020 11 25

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Posted on


Graduate / traineeship


Guelph , Canada