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

Graduate Program Assistant

Department of Mathematics and Statistics, College of Engineering and Physical Sciences

Hiring #: 2023-0261

Please read the Application Instructions before applying

The Department of Mathematics and Statistics is an active and dynamic group of researchers and educators working in a wide range of fields. We are proud to offer both undergraduate and graduate degree programs designed to showcase the uses of mathematics and statistics and help prepare students for a career in Mathematical Science. There are approximately 140 undergraduate students and about 40 graduate students. It currently consists of 27 faculty members, 3 regular full-time staff, 2 temporary/contract staff and 1 sessional lecturer.

Reporting to the Administrative Officer, the Mathematics & Statistics Graduate Program Assistant works closely with the department Chair and the department’s Graduate Coordinator to ensure the smooth day-to-day administrative operation of the graduate programs within the department. Programs includes the traditional thesis based graduate studies as well as interdisciplinary graduate programs. This role is responsible for the full cycle of graduate program support from recruitment and admissions to supporting in progress students through to completion of studies. This includes communicating with potential students, processing applications, setting up Graduate Research Assistantship (GRA) and Graduate Teaching Assistantships (GTA). It is expected that the incumbent is well versed on all graduate student matters and appropriate university policies and procedures and any collective agreements relating to graduate students in order to maintain the academic standards and integrity of the graduate programs.

The Graduate Program Assistant will also provide additional academic and general administrative support as needed such as course evaluations, taking meeting minutes, and distributing keys as examples. The incumbent will be cross trained on some duties performed by the department Academic Assistant to maintain efficiency and effectiveness of the unit during absences or periods with competing priorities.

Requirements for the position include: A minimum three (3) year Community College Diploma in business administration or a related field, along with a minimum of two (2) years related work experience, preferably in an academic environment. An equivalent combination of education and experience may be considered. The successful candidate must demonstrate a genuine interest in the well-being of students.

Additional requirements include:

• Working knowledge of an electronic office environment and intermediate knowledge/skills in using databases, spreadsheets and word processing software.
• Knowledge and training on using university specific programs such as Colleague and Webnow or similar programs.
• Good computer skills, strong mathematical, oral and written communications and transcription skills (recording minutes).
• High level of discretion, tact, and judgment in dealing with confidential and sensitive matters.
• Knowledge of financial services, awards, and databases.
• Ability to consistently prioritize duties in response to type and level of demand.
• Ability to multi-task and work with frequent interruptions.
• Excellent customer service skills for working with students and faculty.
• Excellent organization skills.
• Sound knowledge of the academic programs, their regulations, and procedures related to graduate programs.
• Knowledge of the University at large and its policies (academic, collective agreements, etc.) would be considered an asset.

Position Number 288-028
Classification USW, Local 4120 Salary Band 4
Salary Range $25.22 Minimum
$28.18 Normal Hiring Limit
$34.12 Job Rate

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: 2023 05 08
Closing Date: 2023 05 15