Undergrad Program Officer - Casual

Original job posting

The Undergraduate Program Officer coordinates academic and administrative activities, including admissions, registration, examinations, and student records. They serve as a primary point of contact for students and faculty while ensuring the integrity of academic information and providing exceptional service.

Job details

Date Posted: 09/04/2026Req ID:50089Faculty/Division: Faculty of DentistryDepartment: Faculty of DentistryCampus: St. George (Downtown Toronto)Existing Vacancy: Yes Description:About us:Exciting new advances and global challenges are radically reshaping the field of dentistry. Our vision at the Faculty of Dentistry at the University of Toronto is to not just address and respond to these changes – but to thoughtfully and conscientiously shape the field of the future.With our robust and comprehensive educational training programs (DDS, MSc, PhD degrees, IDAPP and other specialty programs), our emphasis on community outreach and care, and our internationally known and interdisciplinary research mission, the Faculty of Dentistry at the University of Toronto continues to earn its reputation as one of the top dental schools in North America. Throughout more than 150 years of dental education -- the oldest, largest and most comprehensive training program in Canada -- we have striven to graduate the highest quality of students while providing the public the highest standards of care. We are driving by our vision to improve health by advancing dentistry through inspired leadership, innovation, and excellence in education, research and practice.Your opportunity: Reporting to the Registrar, and Manager, Student Services, the Undergraduate Program Officer plays a key role in supporting undergraduate academic programs and providing exceptional service to prospective students, applicants, current students, faculty, and staff. The Undergraduate Program Officer is responsible for coordinating a wide range of academic and administrative activities related to admissions, student records, registration, examinations, exhange and placements, awards administration, and program delivery. Working in a dynamic and student-focused environment, the incumbent provides detailed information regarding program requirements, policies, procedures, and student services while ensuring the accuracy and integrity of student information and academic records across student systems. The Undergraduate Program Officer works closely with students and faculty to coordinate academic activities, examinations, course timetables, awards, and program communications. The role is also responsible for organizing awards and registration processes, maintaining records and files, generating reports, supporting committee and operational activities, and coordinating placements, invigilation,supplemental and examination logistics. The incumbent will exercise sound judgment, maintain confidentiality, and contribute to the effective delivery of undergraduate programs and student services Please note this is for a casual position less than 6-months. Your responsibilities will include: Acting as the first point of contact for general enquiries from prospective students, applicants, students, faculty, and staff Providing detailed information regarding program requirements, academic regulations, policies, procedures, awards, and student services Scheduling appointments for prospective students, applicants, and current students Liaising with students and faculty to coordinate program activities and schedules Coordinating admissions, registration, and examination-related processes Maintaining course and student information in student information systems Preparing and disseminating course, program and policy informaiton Coordination of Invigilation processing including hiring, training and scheduling examination invigilators Processing, tracking and monitoring awards, financial aid, petitions, and appeals processes Providing administrative support for relevent committes, including taking and disseminating minutes and relevant information. Creating, updating, and maintaining student records and administrative files Coordinating room bookings, instructional space assignments, and room changes in support of scheduling and academic needs Generating reports and maintaining confidential records in accordance with established policies and procedures Supporting program activities, seminars, workshops, and special initiatives Scheduling meetings and preparing routine correspondence and documentation Maintaining locker room assignments Providing support for placement and exchange programs Handling fees or fines and issuing receipts on a limited basis Essential Qualifications: Advanced College Diploma (3 years) or acceptable combination of equivalent experience. Minimum two years providing administrative support in a post-secondary environment. Demonstrated experience supporting student-facing academic programs, admissions, registration, examinations, and academic records processes. Experience maintaining databases, student information systems, records management systems, and generating reports. Experience coordinating schedules, timetables, room bookings, and academic programming activities. Experience handling confidential information and maintaining accurate recordsStrong written and verbal communication skills. Excellent organizational and time management skills, with the ability to prioritize multiple competing deadlines. Demonstrated problem-solving and analytical skills. Strong attention to detail and commitment to accuracy. Excellent customer service and interpersonal skills with the ability to interact effectively with students, faculty, staff, and external stakeholders. Ability to work both independently and collaboratively in a team environment. Sound proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, MS Teams, and related technology tools. Demonstrated professionalism, discretion, and sound judgment when dealing with sensitive matters. To be successful in this role you will be: Approachable Communicator Diplomatic Multi-tasker Organized Team player Please submit all applications (Resume & Cover Letter) to human.resources@dentistry.utoronto.ca with the subject line "Undergraduate Program Officer - Casual". Thank you for your interest in joining our team. Only those candidates who meet our criteria will be contacted. Note: Please note that this is for casual position less than 6-months. Hours of work for this position are Monday - Friday, 8:45 am - 5:00 pm onsite. Closing Date: 09/16/2026,11:59PM ETEmployee Group: USW Casual Appointment Type: Casual - Less than 6-months Schedule: Monday - Friday, 8:45 am - 5:00 pmHourly Wage: $34.33Job Category: Student Services

What you’ll do

The Undergraduate Program Officer coordinates academic and administrative activities, including admissions, registration, examinations, and student records. They serve as a primary point of contact for students and faculty while ensuring the integrity of academic information and providing exceptional service.

Requirements

Candidates must possess an Advanced College Diploma or equivalent experience, with at least two years of administrative support experience in a post-secondary environment. Proficiency in student information systems, strong organizational skills, and the ability to handle confidential information are essential.

Listed skills

• Time management · Preferred
• Customer service · Preferred
• Problem solving · Preferred
• Administrative Support · Preferred
• interpersonal skills · Preferred
• Attention to detail · Preferred
• Communication · Preferred
• Microsoft Office · Preferred
• Data entry · Preferred
• scheduling · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Student services
• Records management
• Data entry
• Scheduling
• Customer service
• Communication
• Organizational skills
• Time management
• Problem-solving
• Analytical skills
• Microsoft Office
• Database management
• Attention to detail
• Interpersonal skills
• Confidentiality
• Community Outreach
• Student Services
• Administrative Support
• Academic Record-Keeping
• Professionalism
• Interdisciplinary Research
• Diplomacy
• Issuing Receipts
• Student Record Maintenance
• Microsoft Teams
• Analytical Skills
• Microsoft Excel
• Research
• Dentistry
• Customer Service
• Records Management
• Leadership
• Innovation
• Interpersonal Communications
• Problem Solving
• Multitasking
• Microsoft PowerPoint
• Student Information Systems
• Time Management
• Verbal Communication Skills
• Registration
• Coordinating
• Setting Appointments
• Prioritization
• Detail Oriented

Job areas

• Education
• Administrative
• Customer Service & Support
• Program Officer
• Policy and Planning Managers
• Managers, All Other