Undergraduate/Graduate Program Administrator

Date Posted: 01/13/2026
Req ID: 46506
Faculty/Division: Faculty of Arts & Science
Department: Department of Art History
Campus: St. George (Downtown Toronto)
Position Number:
Existing Vacancy: Yes

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.

Founded in 1934, the Department of Art History has an international reputation for scholarly excellence. A curriculum designed around breadth, rigour, and pedagogical effectiveness has made us the largest art history department in North America by undergraduate program enrolments and a leader in reinventing art history education. The Department's vibrant academic community, extensive library resources, and numerous connections with Toronto's art world make it a preeminent place to explore the art of societies across history.

Your opportunity:

Under the direction of the Chair and with functional supervision from the relevant academic administrators, the Undergraduate/Graduate Program Administrator is responsible for administrative matters relating to the undergraduate and graduate programs. This includes registration and enrolment, course offerings, graduate funding and scholarships, TAships, and the co-ordination of calendar materials. The incumbent will analyze current issues and problems and advise the Chair and Associate Chairs on appropriate actions. The incumbent will also be responsible for advising students on academic matters, including program requirements and course selection.

Your responsibilities will include:

• Advising students on academic and/or financial matters by providing options and consequences incorporating personal circumstances impacting academic success and an understanding of an individual's background.
• Providing detailed information on program and/or course eligibility requirements, procedures, policies and deadlines.
• Analyzing statistical information to inform enrollment projections and planning.
• Analyzing service delivery and/or internal processes and recommending improvements.

Essential Qualifications:

• Bachelor's Degree of acceptable combination of education and recent and relevant experience.
• Minimum (4) four years' relevant experience advising students and faculty, and providing senior administrative support to an academic program.
• Experience advising current and prospective students on academic and financial matters.
• Experience in providing program support, including administering course enrolment, assessing transfer credits, timetabling, course evaluations, grades, exams, and petitions.
• Experience administering academic admissions processes, including evaluating applications and credentials, recommending applications for referral, and maintaining records.
• Experience analyzing student enrolment data.
• Experience analyzing student financial options and coordinating student funding packages.
• Experience providing detailed program information to students.
• Experience preparing and leading presentations, seminars and/or workshops.
• Experience administering a collective agreement or academic policies and guidelines.
• Advanced skills in ROSI, ROSI Express, Quercus, ACORN, eMarks, or similar student systems to enter data, retrieve information, and generate reports.
• Proficiency in Office 365 suite (Word, Excel, PowerPoint, Outlook, OneDrive), and SharePoint.
• Effective interpersonal skills to deal with students, staff, and faculty with professionalism and tact.
• Demonstrated ability to organize work and establish priorities in a flexible way, and successfully meet deadlines with competing priorities and interruptions.
• Excellent communication (verbal and written) skills.
• Excellent interpersonal and student service skills.

Assets (Nonessential):

• Experience working with a variety of University of Toronto offices involved in student services (e.g. the Office of the Faculty Registrar at the Faculty of Arts and Science, the Centre for Teaching Support and Innovation, the School of Graduate Studies, Accessibility Services).
• Experience coordinating TA assignments.

To be successful in this role you will be:

• Responsible
• Organized
• Entrepreneurial
• Multi-tasker
• Diplomatic

Closing Date: 01/25/2026, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:

USW Pay Band 12 - $81,312. with an annual step progression to a maximum of $103,986. 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.