Graduate Administrator

Date Posted: 06/19/2025
Req ID: 43727
Faculty/Division: UofT Scarborough
Department: UTSC:Dept-Physical & Environmental Sci
Campus: University of Toronto Scarborough (UTSC)
Position Number: 00049426

Description:

About us:

The University of Toronto Scarborough is a place of energy, enthusiasm and passion. Our commitment to inclusive excellence attracts the brightest learners, scholars and employees from around the globe. Our success has been made possible by the opportunity given to us by our Indigenous hosts to operate on their territory, and we cherish our continuing partnerships with these communities. The University of Toronto Scarborough is an exciting campus with unlimited potential. Join us on our journey.

The Department of Physical & Environmental Sciences is built on a strong foundation of dedicated staff and faculty. This Department is a multidisciplinary unit comprised of four primary groups: Chemistry, Environmental Science, Environmental Studies and Physics & Astronomy with faculty who are engaged in vital research to better understand our environment. This Department is a place where diversity fuels innovation. Discover a campus filled with energy, culture and world changing ideas and facilities. Discover the University of Toronto Scarborough.

This search aligns with the University’s commitment to strategically and proactively promote diversity among our community members (Statement on Equity, Diversity & Excellence). Recognizing that Black, Indigenous, and other Racialized communities have experienced inequities that have developed historically and are ongoing, we strongly welcome and encourage candidates from those communities to apply.   

Your opportunity:

Under the direction of the Manager, Academic Programs Administration, the Graduate Administrator provides full administrative support services for graduate programs and courses in the Department of Physical & Environmental Sciences. The Graduate Administrator will provide direction and support to prospective and incoming students, current students and faculty for graduate-related issues such as recruitment, admission and program requirements, course administration support, registration, scholarships and awards, degree progression and graduation. In addition, the incumbent supports and coordinates all activities related to students’ progress and experience in the program that both attracts and retains a high-calibre student population. Provides admission support by reviewing and assessing admissions applications.

Your exceptional organizational, communication and customer service skills will enable you to proactively engage and support our students, faculty and staff in the delivery of our diverse and growing portfolio of Graduate programs.

This is an excellent opportunity to join our dynamic and dedicated team that values new ideas and initiatives and the teamwork required to see those ideas become reality.


Your responsibilities will include:

• Advising students on financial matters by providing options and consequences, incorporating personal circumstances impacting academic success, and an understanding of an individual's background
• Coordinating activities related to the preparation of annual graduate funding packages
• Promoting programs at recruitment events and producing promotional and outreach materials
• Determining logistical details required for the execution of admissions processes
• Reviewing and assessing admissions applications
• Generating reports, updating and maintaining database records
• Monitoring student degree progress
• Implementing operational policies, procedures and best practices for the program

Essential Qualifications:

• Bachelor's Degree or acceptable combination of equivalent experience.
• Minimum 4 years of recent and related experience in graduate program administration and student services in a post-secondary environment
• Experience coordinating scholarships, fellowships and awards
• Experience with planning and coordinating workshops, sessions and general events
• Advanced proficiency with Microsoft Applications (Outlook, Power Automate, SharePoint, PowerPoint, Excel), student relational databases (e.g., ROSI, Acorn, Degree Explorer or comparable software) and creative software for content creation
• Strong analytical skills with the ability to analyze data from various sources for the purposes of generating various reports
• Excellent communication (verbal and written) skills with the ability to provide clear and accurate information in a diplomatic and tactful manner
• Ability to accurately interpret policies and guidelines with the ability to recommend and/or develop relevant processes and procedures changes within scope of duties
• Experience working in a fast-paced environment with the ability to ability to meet tight-deadlines by effectively prioritizing, multi-tasking and organizing assigned work; despite repeat interruptions
• Self-motivated with the ability to independently troubleshoot for the purpose of resolving routine issues within the parameters of policies and past practices
• Superior customer service and interpersonal skills with the ability to patiently and effectively support students, faculty members and other key stakeholders
• Demonstrated experience using spreadsheet and other software to streamline and automate data collection, sorting, analyzing and presenting information in both graphical and numerical formats
• Demonstrated experience maintaining and updating website information/graphics
• Applicants are also expected to show evidence of a commitment to equity, diversity, inclusion, and the promotion of a respectful and collegial learning and working environment

Assets (Nonessential):

• Advanced skills with ROSI/ACORN, Degree Explorer, or other similar enterprise database solutions/CRM systems.
• Post-Secondary Degree in a Science related field (e.g. Environmental Science, Biology, Chemistry, Physics)
• Familiarity with the University's FIS, and HRIS systems
• Familiarity with Quercus or other Post-Secondary Course management system

To be successful in this role you will be:

• Approachable
• Meticulous
• Organized
• Possess a positive attitude
• Problem solver
• Team player

Notes:

• A full job description is available upon request from the UTSC HR Office.
• This role is currently eligible for a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the University of Toronto's Alternative Work Arrangements Guideline.

Closing Date: 07/02/2025, 11:59PM ET
Employee Group: USW 
Appointment Type: Budget - Continuing 
Schedule: Full-Time
Pay Scale Group & Hiring Zone:  
USW Pay Band 12 -- $79,874. with an annual step progression to a maximum of $102,147. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol. 
Job Category: Research Administration & Teaching

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.