Act as first point of contact and receptionist for graduate students.
Provide support to students and faculty via in-person meetings, drop-ins, information sessions, virtual meetings, emails, and phone calls.
Triage and respond to incoming inquiries in the ticketing system.
Contribute to and update the SGS Knowledgebase.
Provide academic advising services related to course selection, academic status, program requirements, policies, dates and deadlines, and registration.
Register students in courses requiring SGS overrides and document override approvals.
Maintain accurate student records including advising notes, registration restrictions, and tracking course equivalencies/substitutions.
Support the collection and accurate entry of grades.
Track student extensions and the collection of change of grades.
Collect, process, and file paperwork from graduate students and faculty (academic and finance forms).
Support SGS information campaigns including the bi-weekly SGS newsletter and annual thesis/MRP newsletters.
Monitor registration, identify and refer off-path students to their Graduate Program Director.
Identify students at risk or in crisis and make appropriate referrals to resources and supports.
Support admissions and thesis/Major Research Project/Paper (MRP) processes at peak times, including deposits in the Open Research Repository and assisting with GPA calculations.
Maintain current knowledge of relevant university policies, procedures, and best practices for student advising.
Maintain strict compliance with university regulations regarding privacy and confidentiality.
Attend and support SGS and university events such as convocation and orientation as requested.
Assist the Director & Associate Registrar, Graduate Studies and Dean, Graduate Studies with other tasks, duties, and special projects as assigned
Requirements summary
Post-secondary degree or equivalent; graduate degree in an arts and design-related field is an asset.
Two (2) years of administrative student-facing work experience, preferably in a university/college department dealing with graduate-level programming.
Excellent technical computing skills (Microsoft Office Suite and appropriate Adobe programs), including ability to create accessible PDFs and documents.
Proven ability to meet deadlines and work well with high volume, pressure, and changing priorities.
Demonstrated commitment to student service.
Excellent interpersonal and oral and written communication skills.
Demonstrated attention to detail, organizational skills, and ability to take initiative.
Familiarity with databases and ability to learn in-house programs and systems.
Demonstrated commitment to equity and diversity and promoting a respectful environment.
Flexibility in work hours; willing and able to work occasional evenings as required
Post-secondary degree or equivalentGraduate degree in an arts and design-related field (asset)InitiativeMicrosoft Office SuiteOrganizational skillsAttention to detailDeadline managementInterpersonal communicationAcademic advisingOral and written communicationRegistration supportAdobe programsStudent serviceStudent record managementTicketing system triageKnowledgebase maintenanceGrades collection and entry supportDocument processing and filingData entry and record accuracy
Job description
Graduate Student Coordinator Job Code 3798 Department Graduate Studies Employment Type Temporary/Contract OCAD University acknowledges the ancestral territories of the Mississaugas of the Credit, the Haudenosaunee, the Anishinaabeg and the Huron-Wendat, who are the original owners and custodians of the land on which we live, work and create OCAD University, Canada’s largest and oldest art and design university, is a vibrant community of bold, curious and compassionate artists, designers and scholars who are imagining and creating a joyful, equitable and sustainable world. The University is an internationally renowned hub for art, design, digital media, research, innovation and creativity, and arts administration. It embraces collaborative and interdisciplinary approaches to change-making through art, design-thinking curriculum and research, making OCAD U a local, regional, national and global leader in art and design. It is an exciting time to join the OCAD U community as the University is at a key stage in its institutional transformation, with the implementation of its Academic and Strategic Plan and guiding principles — driving positive impact; decolonization, indigenization and equity; environmental sustainability; emerging as a vibrant hub; student centered approaches; innovation in learning teaching and research; and financial stewardship. Reporting to the Director & Associate Registrar, Graduate Studies, the Student Coordinator, Graduate Studies is responsible for providing front-line in-person support and assistance to graduate students and faculty, as well as providing general support to the School of Graduate Studies (SGS). Summary of Responsibilities:
Act as first point of contact and receptionist for graduate students
Provide support to students and faculty in a variety of formats including in-person meetings, drop-ins, information sessions, virtual meetings, emails and phone calls
Triage and respond to incoming inquiries in the ticketing system
Contribute to and update the SGS Knowledgebase
Provide effective academic advising services to students in relation to course selection, academic status, program requirements, polices, dates and deadlines and registration
Register students in courses requiring SGS overrides and document override approvals
Maintain and ensure the accurate maintenance of student records; including advising notes, registration restrictions, tracking and recording appropriate course equivalencies or substitutions
Support the collection and accurate entry of grades
Track student extensions and the collection of change of grades
Benefits
4% vacation pay
7% in lieu of benefits (option of pay in lieu or enrollment in benefits)
Accessible PDF/document creation
Database familiarity
High-volume work management
Equity and diversity commitment
Privacy and confidentiality compliance
Collect, process and file paperwork from graduate students and faculty – including academic and finance forms
Contribute to SGS information campaigns to ensure widespread understanding among students and faculty of important policies, procedures and deadlines including the bi-weekly SGS newsletter and annual thesis/MRP newsletters highlighting student work
Monitor registration, identify and refer off-path students to their Graduate Program Director
Identify students at risk or in crisis and make appropriate referrals to resources and supports
Support admissions and thesis/ Major Research Project/Paper (MRP) process at peak times – including the deposit of MRPs and theses in the Open Research Repository and assisting Graduate Admissions with GPA calculations
Maintain current knowledge and comprehensive understanding of relevant University policies, procedures and practices, as well as currency and knowledge of best practices in relation to the student advising function
Maintain strict compliance with university regulations regarding privacy and confidentiality and other relevant policies and procedures
Attend and support SGS and university events such as convocation and orientation as requested
Assist the Director & Associate Registrar, Graduate Studies and Dean, Graduate Studies with other tasks, duties and special projects as assigned contributing to the successful operation of the School of Graduate Studies.
Qualifications
Post-secondary degree or equivalent; a graduate degree in an arts and design-related field is an asset
Two (2) years of administrative student facing work experience, preferably in a University or College department dealing with graduate-level programming
Excellent technical computing skills, including the ability to create documents, forms and templates using Microsoft Office Suite and appropriate Adobe programs; ability to create accessible PDFs and documents
Proven ability to meet deadlines and work well with high volume, pressure and changing priorities
Demonstrated commitment to student service
Excellent interpersonal and oral and written communication skills
Demonstrated attention to detail, organizational skills, and the ability to take initiative
Familiarity with databases, with a demonstrated ability to learn in-house programs and systems
Demonstrated commitment to the principles of equity and diversity, and experience promoting a respectful work and learning environment for students, staff and faculty
Flexibility in work hours; must be willing and able to work occasional evenings, as required This posting is for an existing vacancy. Mode of Work: On campus, 5 days per week Compensation: Hiring Range - $27.56 to $31.53 per hour commensurate with experience, plus 4% vacation pay and 7% in lieu of *benefits;
Salary Range
$27.56 to $35.76 per hour. *The successful incumbent has the option of pay in lieu or enrollment in benefits Hours of Work: Monday to Friday, for a total of 35 hours per week. This is a temporary contract with an expected duration of one (1) year. Application Deadline: Interested applicants are invited to submit an updated
resume and cover letter (PDF) by selecting "Apply Now" below. The review of applications will begin July 1st, 2026 and will continue until the position has been filled. *Please upload your resume and cover letter as one PDF. Please name your upload: FirstName_LastName-Job Code As an institution committed to art, design, digital media and related scholarship, OCAD University recognizes the profound and essential value that diversity brings to the creation, reception and circulation of creative practices and discourse. OCAD University understands that valuing diverse creative practices and forms of knowledge are essential to and enrich the institution’s core mission and vision as an art and design university with a local and global scope. As an employer committed to employment equity, we encourage applications from members of equity-deserving communities including women, racialized and Indigenous persons, persons with disabilities, and persons of all sexual orientations and gender identities/expressions. OCAD University is committed to providing an inclusive and barrier free experience to applicants with accessibility needs. Requests for accommodation can be made at any stage during the recruitment process. Please contact People & Culture for more information or refer to OCAD U’s Policy of Accommodation in Employment for Persons with Disabilities . All qualified persons are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted.
