Programs Assistant Jobs in Ontario (NOW HIRING)

Department: OVC-Integrated College Services
Position covered by the Collective Agreement with USW Local 4120

Temporary full-time from 08/17/2026 to 01/01/2027

Temporary Absence of the Regular Incumbent

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

Reporting to the Manager, OVC Graduate Programs, the Admissions Graduate Program Assistant (GPA) provides administrative support for graduate recruitment and admissions activities across 4 departments with a focus on service excellence, accuracy, and collaboration. This position operates within a shared portfolio model, working closely with a portfolio co-lead to coordinate admissions processes. The role requires collaboration, attention to detail, and flexibility to provide support across the OVC Graduate Programs Team as operational needs arise.

Duties and Responsibilities

The admissions portfolio is a high-volume operation supporting graduate applications, funding administration, and admissions-related communication. Sound judgement and strong organizational skills are essential to success in the role. Candidates should note that graduate admissions operates on a cyclical academic calendar, with peak periods typically occurring between October and March. While primarily administrative, the role may occasionally involve participation in graduate recruitment events, virtual or on-campus information sessions, and outreach initiatives to promote OVC gradute programs to prospective domestic and international applicants.

Key responsibilities include:

• Working collaboratively with the co-portfolio lead as the team subject experts on admissions.
• Providing responsive, professional, and accurate guidance to prospective applicants and faculty advisors regarding admissions requirements, application processes, timelines, and funding opportunities.
• Liaising closely with departmental graduate selection committees to coordinate admissions reviews, recommendations, and decision-making processes.
• Conducting evaluations of domestic and international academic transcripts and reveiwing supporting documentation, in accordance with program and institutional requirements. 
• Entering, validating, and confirming graduate funding packages and related admissions information, maintaining a high standard of accuracy and confidentiality.
• Maintaining accurate applicant records and supporting the preparation of admissions-related reports and documentation, for forecasting and strategic planning purposes.

The admissions portfolio includes shared information management system and relies heavily on technology-driven processes.

The successful candidate will:

• Maintain and update admissions tracking tools, using Microsoft Lists, SharePoint, Power Automate, and other institutional systems.
• Support the development, maintenance, and enhancement of automated workflows, process improvements, and data-driven systems.
• Identify opportunities to improve service delivery and enhance the applicant experience. 

Requirements

• Two-year college diploma in office administration, business, higher education administration, or a related field. Undergraduate degree preferred.
• One (1) year of previous experience in a client-focused service environment. Experience in a post-secondary academic environment, particularly graduate studies, admissions, or student services, is strongly preferred. Lived experience as a graduate student would be considered an asset.
• A collaborative and team-oriented approach, with demonstrated sucess working within shared responsibilites and cross-functional teams.
• Demonstrated excellence in:
  • Interpersonal and client service skills
  • Verbal and written communication skills
  • Organizational and time management skills
  • Problem solving and critical thinking skills
  • Initiative and leadership in fast-paced, deadline-driven environments.
• Experience using student information systems such as the University of Guelph's Colleague, GryphForms, and ExperienceApps systems is considered an asset.
• Preference will be given to candidates with advanced knowledge of Microsoft 365 applications, including Teams and the Planner function, and proven technical skills with automation, SharePoint, and shared document management.

Employee Type: Temporary covering regular incumbent
Position Number: 10206007 
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: 08/13/2026  
Closing Date: 08/20/2026