Program Administrator (Term)

Date Posted: 04/07/2025

Req ID: 42435

Faculty/Division: OISE

Department: Dept of Curriculum, Teaching & Learning

Campus: St. George (Downtown Toronto)

Position Number: 00053410

Description:

About us:

OISE is recognized as a global leader in graduate programs in teaching and learning, continuing teacher education, and education research. As one of the largest and most research-intensive faculties of education in North America, OISE is an integral part of the University of Toronto – Canada’s most dynamic and comprehensive institution of higher learning.

OISE is committed to enhancing the social, economic, political and cultural well-being of individuals and communities locally, nationally and globally through leadership in teaching, research and advocacy. A unique place to work, learn and grow, OISE addresses current and emerging challenges with the scale, academic excellence and collaborative energy that few institutions in the world can claim.

The Department of Curriculum, Teaching and Learning is the largest of four departments at the Ontario Institute for Studies in Education (OISE). With a diverse community of tenured, research, and teaching stream faculty, the department offers a wide-range of graduate courses and programs relating to academic scholarship and professional practice.

Your opportunity:

Reporting to the Manager, Academic Programs, the Program Administrator is involved in the administration of the Master of Teaching Program. The incumbent will be responsible for administering and advising students; assisting with the graduate admission application processes; processing applications; maintaining the database of student information; taking minutes at the program Committee meetings; providing instructor and on-site staff support; communicating with local and overseas partners; and assisting in coordinating program events. The incumbent will interact with other administrative support staff in sharing tasks related to the administrative support of the department, supporting the student ethical review process. The Program Administrator will respond to diverse enquiries from the public, students, faculty and staff. Will be the main contact person for coordinating administrative aspects of the programs.

Your responsibilities will include:

• Advising students on program and/or course requirements by probing and providing a range of options and possible consequences
• Responding to routine admissions and awards enquiries and referring complex enquiries as appropriate
• Keeping well-informed on changes to courses, program requirements, policies and procedures
• Collating and organizing data for various reports
• Verifying the accuracy of information posted on digital platforms
• Tracking and monitoring student course enrollments
• Monitoring student degree progress
• Gathering materials for accreditation and/or program review according to requirements

Essential Qualifications:

• Bachelor’s Degree or acceptable combination of equivalent experience.
• Minimum two (2) years of recent and relevant experience in graduate student services and program support in an academic setting.
• Experience providing front line student services and advising on programs of study and other related information.
• Experience with data collection and manipulation, admissions systems, course management and administration, scholarships and grants are required.
• Experience with screening and coordinating graduate admission applications; checking applications for completeness; and entering student data and preparing reports.
• Experience with international student admissions.
• Experience with online courseware systems such as Blackboard, including posting materials on the Web.
• Experience with coordinating program logistics, including course/exam timetabling, maintaining calendars, coordinating rooms assignments, and preparing documents and correspondence.
• Experience with student information systems such as ROSI.
• Event planning experience is required.
• Experience providing some care to students and providing referrals to services for support to individuals in distress.
• Experience working in a busy, fast-paced environment with a high volume of student inquiries.
• Demonstrated intermediate skills in MS Office 365 (Word, Excel, Power Point and Outlook); MS Teams, Zoom, SharePoint, as well online survey tools.
• Excellent interpersonal skills and communication skills (both verbal and written) and the ability to effectively communicate with students, staff and faculty.
• Ability to create a welcoming environment for students and provide excellent customer service.
• Demonstrated excellent organizational and time management skills, attention to detail and accuracy; Strong analytical and problem solving skills, professional manner, tact, diplomacy, ability to work well with all levels of faculty, staff and students.
• Accuracy and initiative in handling multiple priorities. Ability to meet deadlines and work independently.
• Demonstrated ability to handle conflicting priorities and deadlines; to interpret and advise on policy.
• Ability to learn new information and adapt to new processes quickly and at a detailed level.
• Knowledge of Faculty, School of Graduate Studies and University of Toronto regulations, practices, programs and admission requirements.
• Awareness and sensitivity to diversity issues.

To be successful inthis role you will be:

• Accountable
• Approachable
• Communicator
• Diplomatic
• Organized
• Problem solver
• Resourceful

Notes: This is a term appointment until February 4, 2026. 

Closing Date: 04/16/2025, 11:59PM ET

Employee Group: USW 

Appointment Type: Budget – Term 

Schedule: Full-Time

Pay Scale Group & Hiring Zone:

USW Pay Band 09 — $66,715. with an annual step progression to a maximum of $85,319. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol. 

Job Category: Student Services

Recruiter: Jennifer Tucker

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.

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