Program Assistant Jobs in Kitchener Waterloo, ON

General Purpose

The Graduate Program Assistant (GPA) plays a pivotal and highly demanding role in the administrative operations of multiple graduate programs, both research and course-based, within the college. This position is fully cross-trained across all core Graduate Program Assistant functions, with a primary and sustained focus on graduate funding management, advanced Excel-based tracking, and admissions grade point average calculations. Accuracy, speed, and analytical precision in quantitative work are essential to success in this role.

The GPA serves as the primary administrative lead for all graduate student funding files supporting several departments with complex and competing needs, the incumbent must demonstrate exceptional organizational ability, strong judgment, and meticulous attention to detail. This role requires the ability to work independently in a fast-paced, deadline-driven environment while managing high volumes of sensitive data.

As the first point of contact for faculty and leadership stakeholders, the GPA is responsible for handling confidential information, interpreting and applying academic policies, and resolving complex issues with professionalism and diplomacy. The position involves advanced data tracking, use of university systems (e.g. Slate, Experience Apps, Colleague), and ongoing collaboration with academic and administrative partners. This position reports to the Assistant Manager, Graduate Operations.

Duties and Responsibilities

• Serve as the lead of all graduate funding data and admissions grade point average calculations across supported programs.
• Calculate, verify, and document grade point averages for graduate admissions and funding decisions with a high degree of accuracy and efficiency.
• Track, manage, reconcile, and forecast graduate funding packages for over 200 students, including scholarships, stipends, awards, and Graduate Teaching Assistantships. Total funding may reach up to $1,000,000 across multiple departments.
• Develop, maintain, audit, and troubleshoot advanced Excel spreadsheets used for funding transactions, forecasting, allocations, and historical records.
• Maintain and manage all graduate student funding files with complete accuracy, ensuring compliance with institutional and departmental policies.
• Administer graduate student lifecycle processes including admissions, registration, progression tracking, degree completion, and funding administration.
• Liaise with Department Chairs, Graduate Program Coordinators, faculty committees, the Associate Director of GSSPPI, and the Office of Graduate and Postdoctoral Studies.
• Serve as a knowledgeable resource on graduate policies, procedures, deadlines, and funding structures for faculty, staff, and students.
• Resolve complex and high-pressure issues involving students or faculty with professionalism, discretion, and sound judgment.
• Manage competing priorities across departments while ensuring service excellence and regulatory compliance.
• Serve as a flexible team support and backup resource during peak periods, including admissions cycles, registration windows, orientations, and scholarship deadlines, to ensure continuity of service.
• Support remote and in-person events including orientations, workshops, thesis defenses, and convocations. 

Requirements

• Post-secondary education in administration, business, or a related field. A university degree is strongly preferred.
• A minimum of 1.5 years of experience in graduate program administration within an academic environment is an asset.
• Advanced Excel expertise is mandatory. Demonstrated ability to work quickly and accurately with formulas, tables, data validation tools, and large datasets.
• Proven ability to perform detailed calculations and manage high-volume financial and admissions data under strict deadlines.
• Extensive experience using University of Guelph systems including Slate, Colleague, Gryph Forms, Experience Apps, and related graduate systems is considered an asset.
• Exceptional prioritization skills, with the ability to protect high-risk and high-impact tasks such as funding and admissions calculations while balancing competing demands.
• Strong conflict resolution and communication skills, with demonstrated ability to manage complex or sensitive situations professionally.
• Outstanding written and verbal communication skills, including the ability to clearly explain policies and procedures.
• Meticulous attention to detail, particularly in areas involving financial data, calculations, and student records.
• A collaborative and team-oriented approach, with a willingness to share knowledge and support colleagues.
• Adaptability and comfort working in environments with changing priorities and evolving institutional requirements.

Work Conditions

• The incumbent is expected to be physically present on campus for the majority of the work week, particularly during peak operational periods.
• Occasional evening or after-hours work is required to support key academic events.
• The GPA works as part of a high-performing administrative team where collaboration, shared responsibility, and information continuity are essential.