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Program Administrator (Term)

University of Toronto
Toronto, ON

Job Details

Program Administrator (Term)

Date Posted: 05/09/2024
Req ID: 37283
Faculty/Division: New College
Department: New College
Campus: St. George (Downtown Toronto)
Position Number: 00010673


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 legacyof innovation and discovery that has changed the way we think about the world.

Opened in 1962, New College has a long-standing commitment to social justice, and to supporting its diverse body of 6000+ undergraduate students to excel intellectually and to engage in the wider community. New College supports two interdisciplinary undergraduate programs - Buddhist Mental Health and Psychology, and Critical Studies in Equity and Solidarity - and houses four departments (African Studies, Human Biology, Caribbean Studies and Women and Gender Studies). New College prioritizes personal attention to students, innovative interdisciplinary programs, links with professional faculties, career mentorship, and community outreach initiatives. The College has built a rich learning community for students including academic support, amenities for studying and social interaction, and opportunities for co-curricular and community engagement. The College offers a spirited and challenging environment for students to have the opportunity to broaden their experience, create life plans, and meet others from different fields. New College is a friendly, welcoming and informal community that places a high priority on student support services and encourages diversity. For more information on New College, see

Your opportunity:

The Program Administrator is a critical member of the team that oversees the administrative functions of the New College undergraduate programs. The Program Administrator promotes a welcoming environment when advising faculty, staff, and both current and prospective students on a wide-range of academic guidelines and procedures. The incumbent will also be responsible for coordinating course schedules and timetables, room booking, examinations and the submission of final grades. In addition, the Program Administrator will help ensure the smooth operations of the Programs Office, and will be responsible for preparing a rang of reports, administering office procedures and maintaining relevant records.

Your responsibilities will include:

  • Providing detailed information on program and/or course eligibility requirements, procedures, policies and deadlines
  • Reviewing and approving changes to program requirements for exceptional cases
  • Coordinating the recruitment of teaching assistants, course instructors, sessional lecturers and/or stipend instructors.
  • Developing and maintaining procedures for administration of examinations
  • Preparing and disseminating course timetables
  • Determining logistical details required for the execution of admissions processes
  • Collating and organizing data for various reports

Essential Qualifications:

  • Bachelor’s degree in a relevant discipline, or an acceptable equivalent combination of education and experience.
  • Minimum four (4) years’ of recent and related academic counselling and student service program administration in a university setting, preferably in the Faculty of Arts and Science.
  • Experience with coordinating course timetables by determining program needs and space limitations through liaising with instructors, internal stakeholders and system administrators.
  • Experience administering requirements of Collective Agreements, in particular CUPE 3902, Unit 1 and Unit 3.
  • Experience interpreting, applying and advising on relevant University rules, guidelines, and procedures.
  • Experience and sound knowledge of best practices in advising and student services.
  • Experience working with and advising international students and students from diverse backgrounds.
  • Experience working in a high volume environment with multiple and competing deadlines.
  • Advanced skills with Microsoft Office (e.g. Word, Excel, PowerPoint, Outlook).
  • Advanced skills with ROSI/ACORN, Degree Explorer, or other similar enterprise database solutions/CRM systems.
  • Excellent oral and written communication, presentation, and interpersonal skills.
  • Demonstrated time-management skills with the ability to effectively prioritize, multi-task and organize work, and meet tight deadlines while able to pay attention to detail.
  • Demonstrated skills and ability to provide effective guidance and advice to students in a responsive, empathetic, thoughtful, and discreet manner.
  • Knowledge and understanding ofequity, diversity, and inclusion.

Assets (Nonessential):

  • Experience working with Faculty of Arts and Science curriculum offerings and regulations.
  • Knowledge of the University of Toronto College System.

To be successful in this role you will be:

  • Honest
  • Perceptive
  • Possess a positive attitude
  • Resourceful

Please note that this is a six-month term position ending in December 2024.

This role is currently eligible for a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the University of Toronto’s Alternative Work Arrangements Guideline.

Closing Date: 05/17/2024, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Term
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 12 -- $78,308 with an annual step progression to a maximum of $100,144. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial

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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All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Diversity Statement

The University of Toronto embraces Diversity and is building a culture of belonging that increases our capacity to effectively address and serve the interests of our global community. We strongly encourage applications from Indigenous Peoples, Black and racialized persons, women, persons with disabilities, and people of diverse sexual and gender identities. We value applicants who have demonstrated a commitment to equity, diversity and inclusion and recognize that diverse perspectives, experiences, and expertise are essential to strengthening our academic mission.

As part of your application, you will be asked to complete a brief Diversity Survey. This survey is voluntary. Any information directly related to you is confidential and cannot be accessed by search committees or human resources staff. Results will be aggregated for institutional planning purposes. For more information, please see

Accessibility Statement

The University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission.

The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities.

If you require any accommodations at any point during the application and hiring process, please contact

Job Segment: Counseling, Equity, Curriculum, Scientific, Healthcare, Finance, Research, Education, Engineering


Established in 1827, the University of Toronto is Canada's largest university, recognized as a global leader in research and teaching. U of T's distinguished faculty, institutional record of groundbreaking scholarship and wealth of innovative academic opportunities continually attract outstanding students and academics from around the world.

U of T is committed to providing a learning experience that benefits from both a scale almost unparalleled in North America and from the close-knit learning communities made possible through its college system and academic divisions. Located in and around Toronto, one of the world's most diverse regions, U of T's vibrant academic life is defined by a unique degree of cultural diversity in its learning community.The University is sustained environmentally by three green campuses, where renowned heritage buildings stand beside award-winning innovations in architectural design.


U of T is one of Canada’s Top 100 Employers.
U of T is one of Canada's Best Diversity Employers.


Are you looking for a challenging, meaningful career in a supportive and diverse environment?

Work where the world comes to think.

Work where the world comes to discover.

Work where the world comes to learn.


Opportunities exist for people from a wide range of backgrounds, ranging from recent graduates to experienced senior professionals.

We offer challenging work within an open environment that celebrates diversity in all its forms. Our focus is on creating a positive work environment that attracts and retains excellent employees through a combination of competitive compensation, favourable working conditions, opportunities for career growth and development and a unique organizational culture.

Employees have access to:

  • Excellent health and dental benefits;
  • On-site support for training and career development;
  • Flexible work arrangements;
  • Childcare subsidy;
  • Tuition waivers;
  • Scholarships and/or tuition waivers for dependants;
  • Generous paid time off;
  • Support on equity and diversity issues;
  • On-site child care;
  • University Pension Plan;
  • Subsidized athletic facility membership;
  • World-renowned libraries;
  • Confidential counselling services;
  • Parking and TTC Metropasses;
  • Employee and Family Assistance Plan;
  • Continued health benefits for pensioners.


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