Graduate Administrative Coordinator

Description:

About us:

The Faculty of Arts & Science is the heart of Canada’s leading university and one of the most comprehensive and diverse academic divisions in the world. The strength of Arts & Science derives from our combined teaching and research excellence in the humanities, sciences and social sciences across 29 departments, seven colleges and 46 interdisciplinary centres, institutes and programs.

We can only realize our mission with the dedication and excellence of engaged staff and faculty. The diversity of opportunities and perspectives within the Faculty reflect the local and global landscape and the need for curiosity, innovative thinking and collaboration. At Arts & Science, we take pride in our legacy of innovation and discovery that has changed the way we think about the world.

The Department of English is committed to the symbiotic relationship of teaching, research and the larger concerns of society. Dedicated members of the department contribute to the teaching of interdisciplinary programs at both the undergraduate level and the graduate level, as well as bringing their interdisciplinary interests to their English courses. Our mission is to foster a deeper understanding and appreciation of the rich history and geographical diversity of the literary tradition in English, a fascinating conversation spanning over a thousand years and connecting nations and peoples all across the globe.

Your opportunity:

Under the general direction of the Director of Graduate Studies and reporting to the Department Manager, the Graduate Administrative Coordinator works closely with the Director of Graduate Studies, the Graduate Administrator, and the Program Assistant to provide student support and administrative functions for the Department of English Graduate Office, which includes programs for PhD, MA, and MA in Creative Writing.

The position responds to inquiries from prospective students, guiding them through the admissions process as needed, and supporting the Graduate Administrator’s admissions work. The position develops content for and coordinates the implementation of promotional and informational content for the Graduate Office, including the Graduate section of the department’s website, recruitment and outreach materials, and the Graduate section of the department’s SharePoint site. 

The position supports students and faculty members during the application processes for major scholarships, including the Canada Graduate Research Scholarship – Doctoral, Canada Graduate Research Scholarship – Master’s, and Ontario Graduate Scholarship.

The position will also be responsible for conceptualizing, organizing and executing events in support of Graduate Program activities. Additionally, the position will coordinate the collection of course preferences and course descriptions, facilitate timetabling, ensure the accuracy and completeness of the department’s information in the SGS calendar, coordinate the department’s student travel awards competition, and handle graduate governance processes.

Your responsibilities will include:

• Acting as the first point of contact for general enquiries
• Advising students on program and/or course requirements by probing and providing a range of options and possible consequences
• Providing detailed information on program and/or course eligibility requirements, procedures, policies and deadlines
• Providing detailed information regarding admission requirements to prospective students and applicants
• Scheduling courses and sections
• Maintaining course information on student information systems
• Developing, drafting and editing content for print and/or online communications channels
• Maintaining information on digital platforms
• Conceptualizing, organizing and executing event activities
• Delivering presentations to promote programs, opportunities and/or initiatives
• Implementing plans and process improvements for program activities

Essential Qualifications:

• Bachelor's Degree or acceptable combination of equivalent experience.
• Minimum three (3) years of relevant experience in undergraduate or graduate administration in a research-intensive university environment.
• Experience advising students and faculty on academic program policies and procedures.
• Excellent communication (oral and written) and presentation skills with the ability to probe for information and respond to inquiries with clarity and tact.
• Excellent attention to detail.
• Excellent problem-solving skills.
• Demonstrated initiative, tact and good judgement.
• Experience organizing and maintaining information on various digital platforms and repositories.
• Experience preparing correspondence that includes comprehensive details on program policies, procedures and information.
• Experience using ROSI, ROSI Express or similar information systems to enter, retrieve and organize information, and to compile reports.
• Demonstrated advanced computer skills, including Microsoft Office (e.g. Outlook, Word, Excel, PowerPoint, OneDrive, SharePoint).
• Excellent time management skills including the ability to prioritize effectively and deal with multiple ongoing tasks.
• Excellent ability to accurately follow detailed instructions.
• Excellent interpersonal skills, including the ability to effectively and tactfully interact with students, faculty, staff and the general public.

Assets (Nonessential):

• Demonstrated experience conceptualizing, planning and executing event activities.
• Experience developing and coordinating the preparation of promotional and/or outreach materials.
• Demonstrated knowledge of U of T School of Graduate Studies (SGS) policies and procedures.
• Experience with Drupal content management system.

To be successful in this role you will be:

• Accountable
• Articulate
• Cooperative
• Diplomatic
• Organized
• Resourceful

Closing Date: 08/05/2026, 11:59PM ET
Employee Group: USW 
Appointment Type : Budget - Continuing 
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 10 -- $72,119. with an annual step progression to a maximum of $92,226. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Student Services

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.

A copy of the job description is available for internal candidates.