Graduate Administrator (Term)

Date Posted: 11/12/2026
Req ID: 50999
Faculty/Division: Faculty of Applied Science & Engineering
Department: Institute of Biomedical Engineering
Campus: St. George (Downtown Toronto)
Position Number: 00048937
Existing Vacancy: Yes

Description:

About us:

The Institute of Biomedical Engineering (BME) is a multidisciplinary research community where investigators across engineering, medicine and dentistry collaborate to develop innovative solutions that address global challenges in human health. Located in the heart of Canada’s largest health-care research network, our faculty offer quality education to students who receive training in biomedical and clinical engineering. These highly experienced faculty have been involved in launching more than 20 start-up companies and driving three major biomedical engineering commercialization ventures.

Your opportunity:

Our administrative team provides an open, professional environment that fosters a culture built on respect, goal orientation, self-motivation, accountability, and teamwork. We believe in recognizing and valuing our employee’s contributions to the advancement of the department’s goals while promoting a strong commitment to life balance among our employees.

The Graduate Administrator is responsible for providing front-line administrative services in support of the day-to-day operations of our graduate programs and courses. The role will be a first point of contact for inquiries and will provide information and support to students on matters related to the graduate programs. This includes but is not limited to advising on program and/or course requirements, checking completeness of applications and reviewing student tuition payments.

Your exceptional communication and problem-solving skills will enable you to proactively engage and support our students, faculty and staff in the delivery of our programs. This is an excellent opportunity to join our dynamic and dedicated team that values new ideas and initiatives, and the teamwork required to see those ideas become reality.

Your responsibilities will include:

• Advising students on program and/or course requirements by probing and providing a range of options and possible consequences
• Checking completeness of applications
• Resolving issues that may occur during events and escalating problems as required
• Ensuring that procedures and/or guidelines are followed
• Coordinating meeting schedules, agendas, materials, action and follow-up items
• Interpreting guidelines to determine the eligibility of graduate students for teaching assistantships
• Troubleshooting timetabling and/or room booking conflicts
• Collecting and passing on submissions for award competition

Essential Qualifications:

• Bachelor's Degree in business administration, or acceptable combination of equivalent experience.
• Minimum three years of recent and relevant experience in student services and program administration in a post-secondary academic environment
• Minimum two years demonstrated experience advising graduate students on program matters
• Knowledge of University policies and procedures with an emphasis on graduate academic guidelines and procedures, SGS policies and other related procedures
• Demonstrated experience working with and processing data in student information systems such as ROSI, ACORN, Slate or equivalent systems
• Experience handling academic petitions, maintaining records and files, program scheduling and room assignments
• Experience coordinating awards including eligibility checks, record keeping, liaising with stakeholders, etc.
• Strong analytical skills with the ability to analyze data from various sources for the purposes of generating various reports
• Proficiency with MS Office Suite (e.g. Outlook, Word, Excel and PowerPoint), HTML, WordPress, Photoshop and Acrobat Pro
• Excellent verbal and written communication skills
• Excellent problem-solving, interpersonal and analytical skills
• Proven collaborative and teamwork skills
• Excellent customer service skills
• Ability to meet multiple deadlines while working in an environment with frequent interruptions
• Understanding and sensitivity working with students from diverse backgrounds

To be successful in this role you will be:

• Approachable
• Communicator
• Efficient
• Motivated self-learner
• Patient
• Problem solver

Note: This is a term position with an expected end date in July 2028.

Closing Date: 11/20/2026, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Term
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 10 -- $75,004 with an annual step progression to a maximum of $95,915. 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.

Job descriptions are available upon request for internal applicants.