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Graduate Program Assistant

Reference number: 
Publication date: 
August 9 2020 
Main functions: 

Forbes includes U of G Among Canada's Best Employers

Office, Clerical and Technical
Position covered by the Collective Agreement with USW Local 4120

Graduate Program Assistant Ontario Veterinary College Shared Administration Services (OVC SAS)

Hiring #: 2020-0210

Please read the Application Instructions before applying

Reporting to the Administrative Manager, Graduate and Research Program Services, the Graduate Program Assistant (GPA) provides administrative support for all aspects of graduate programs within the Ontario Veterinary College with a focus on service excellence. The GPA will help to ensure the maintenance of academic standards and the integrity of OVC graduate programs working with a team of dedicated and skilled colleagues.

Working within a shared services environment, the successful candidate will ensure excellent service for their client group, which includes graduate students, graduate coordinators, department chairs, faculty, and staff from each of the four academic departments in OVC. Key responsibilities of the position include: maintaining graduate student records using a data base; performing a monthly regular audit and reconciliation of records to the University of Guelph student information system (Colleague); assisting applicants throughout the application process, clarifying matters beforehand, recording additional pertinent information for consideration in order to assist with the ranking of applications, and assisting in the evaluation of transcripts; tracking and monitoring the progress of graduate students and escalating concerns to the graduate coordinator; serving as a graduate awards and scholarships resource, ensuring compliance of processes for scholarships and compiling data for consideration; accessing student applications from the graduate admissions system (WebNow) and abstract or profile applicant information for review by potential advisors and/or graduate coordinators; arranging graduate exams and defenses including travel arrangements, accommodations and other requirements for off-campus committee members and external examiners in consultation with the department graduate coordinator.

Requirements of this position include: One-year of community college in an office administration or business program (two years of community college in an office administration or business program preferred) plus some related experience, or an equivalent combination of education and experience. Additional requirements include: excellent organizational and time management skills; high integrity; excellent verbal and written communication skills; exceptional client service skills in a multi stakeholder, fast paced environment; strong decision making and creative thinking skills; proficiency with computers and virtual environments; knowledge of MS Office (Word, Excel, Access) software.  Candidates should demonstrate: tact and diplomacy; the ability to work independently and as part of a team; leadership; the ability to meet expected standards of confidentiality; initiative and the ability to remain focused and on task.  Experience in an academic environment and knowledge of standard operating procedures and policies related to student recruitment would be considered an asset.

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

Position Number         206-002
Classification               USW, Local 4120 Salary Band 4*
Salary Range              $23.13 Minimum (Level 1)
$25.85 Normal Hiring Limit (Level 3)
$31.29 Job Rate (Level 7)

*Tentative evaluation; subject to committee 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: 2020 08 05
Closing Date: 2020 08 12

to be discussed
Working experience
Minimum experience required: 
Work place
Guelph , ON