Graduate and Research Programs Assistant

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

Temporary full-time from 03/15/2026 to 02/16/2027
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.
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General Purpose

Reporting to the Manager, Graduate and Research Programs, the Graduate and Research Program Assistant (GRPA) provides administrative support for graduate and research programs across 4 departments within the Ontario Veterinary College (OVC) with a focus on service excellence.

This position has two primary areas of focus: scholarship and award competitions, and the coordination of graduate defences, with the integrated team flexibility to provide support across the GRPA team as needed.

Duties and Responsibilities

Scholarships & Awards:

The awards portfolio is a high-volume operation supporting OVC-internal and external award competitions, including the Ontario Graduate Scholarship and Tri-Council CGRS-D and CGRS-M competitions. Exceptional organization, initiative, and attention to detail are essential to success in this role.

Key responsibilities include:

• Launching and administering 2 to 3 internal award competitions annually, including developing timelines, preparing communication materials, and processing a high volume of applications with accuracy and confidentiality.
• Closely liasing with OVC's Student Experience team and departmental and college-wide adjudication committees.
• Tracking and financial record keeping of awards, with complete accuracy.
• Ensuring all award processes comply with institutional guidelines.

Exams & Defences:

The GRPA will also coordinate qualifying exams and thesis defences across four academic departments, requiring proactive scheduling, strong communication, and the ability to balance competing deadlines.

Key responsibilities include:

• Serving as a resource for students and faculty advisors with an understanding of the significance of these crucial milestones in the graduate student experience.
• Coordinating qualifying exam and thesis defence logistics, including committee membership, room bookings, and hybrid/virtual arrangements.This position will also be responsible for ensuring external examiners are supported and familiar with University of Guelph processes.
• Managing documentation and ensuring compliance with departmental and institutional processes and policies.

Requirements

• Post-secondary education in office administration, business, or a relevant field. Undergraduate degree preferred. Lived experience as a graduate student will be considered a strong asset.
• One (1) year of previous experience in a client-focused service environment. Experience in a post-secondary academic environment, particularly graduate studies, is strongly preferred.
• A collaborative and team-oriented approach.
• 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 University of Guelph systems such as Colleague, GryphForms, and ExperienceApps is considered an asset.
• Preference will be given to candidates with advanced knowledge of MS Office Suite, including Teams and the Planner function, and SharePoint, including lists.

Employee Type: Regular
Position Number: 10206033
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: 03/11/2026
Closing Date: 03/18/2026