Academic Program Coordinator

Ontario Tech University; Oshawa; On-site; CAD 60,000 - 80,000; Full time

Job summary

A university in Ontario is seeking an Academic Program Coordinator to oversee academic support and integrity frameworks. This role involves collaborating with various stakeholders, managing processes around academic conduct, and facilitating quality assurance and accreditation activities. Ideal candidates will have over three years of related experience, preferably in a post-secondary setting, alongside strong organizational and communication skills. This position is full-time, located in Oshawa and offers a salary starting at $68,930.

Qualifications

• Over 3 years of experience in student service, ideally in a post-secondary environment.
• Experience collaborating with faculty and senior administrators to enhance academic support.

Responsibilities

• Oversee academic support and conduct frameworks for undergrad and grad programs.
• Provide guidance on Academic Support and Consideration matters.
• Assist in quality assurance and accreditation processes.

Skills

Excellent written communication

Interpersonal skills

Strong organizational skills

Attention to detail

Records management

Education

Formal Post-Secondary/College/University Program of Three Academic Years

University degree preferred

Tools

Microsoft Office

G-Suite

Adobe applications

Job description

Academic Program Coordinator

Tracking Code: req1891

Faculty/Department: Faculty of Business and Information Technology

Number of Positions: 1

Appointment Type: Full-Time Continuing

Hours of Work: 35 hours per week

Salary Range: Level 7- Starting Salary, Step 1 $68,930

Posting Date: January 26, 2026

Closing Date: February 6, 2026(7:00 pm EST)

JOB SUMMARY

Reporting to the Director, Planning and Operations, the Academic Program Coordinator oversees FBIT’s academic support and conduct frameworks, providing leadership in the application of policies, best practices, and training across all undergraduate and graduate programs while managing daily operations and initiatives that uphold these frameworks. Working closely with ADs, PDs, the APS, Academic Advisors, instructors, students, and the Registrar’s Office, the APC promotes academic integrity, supports quality assurance and accreditation, administers academic support and conduct processes efficiently, and ensures fair, consistent, and neutral policy application.

RESPONSIBILITIES & ACCOUNTABILITIES

1. Academic Support and Consideration Coordination

• Serve as the primary point of contact for students, instructors, PDs, and ADs on Academic Support and Consideration matters, investigating complex inquiries as needed and escalating or collaborating with ADs and PDs to determine appropriate actions
• Provide subject matter expertise and guidance/advice, researching and reviewing documentation, precedents, use comparators and best practices to recommend courses of action
• Oversee the Academic Consideration process for missed coursework, midterm, deferred exams, etc. Review requests and documentation submitted by instructors and/or students for accuracy and completeness, and take action accordingly
• Serve as the initial point of contact with the RO for incomplete and deferred grade reports coordinating follow‑up with instructors, PDs, or ADs as needed, managing the Faculty’s grade appeal and grade‑change processes to ensure timely completion by instructors, and supporting communication between the Faculty and the RO regarding outstanding incomplete or deferred final grades
• Oversee the transfer credit and letter-of‑permission process with Academic Advising and PDs by reviewing student eligibility, verifying requirements, communicating Faculty decisions to the RO, processing program changes and readmission requests as needed and providing relevant information, decisions, and documentation to students, instructors, Academic Advising, and the RO
• Provide proactive support to individuals (e.g., students) in distress, making Academic Advising aware and also making referrals to specific university services

2. Student Conduct and Academic Integrity Coordination

• Provide subject‑matter guidance on Student Conduct and Academic Integrity inquiries by researching documentation, reviewing precedents and best practices, and advising students, instructors, PDs, and ADs on recommended courses of action
• Collaborate with instructors, PDs, and ADs on conduct and integrity cases by gathering and reviewing evidence and preparing required documentation for committee review
• Investigate further as needed, delving into complex inquiries and matters. Where necessary, elevate and collaborate with the ADs and PDs to determine courses of action
• Draft and refine allegation and resolution letters tailored to each case, ensuring consistency across the Faculty and preparing them for final review and approval by instructors, the committee Chair, ADs, or the Dean
• Support Academic Integrity and Appeals committees by coordinating meetings and distributing case materials, ensuring procedural fairness and awareness of possible outcomes, and communicating relevant decisions and documents to students, instructors, Academic Advising, and the RO
• Coordinate data gathering with other units, maintain and analyze information in the Faculty database, and provide evidence‑based recommendations while proactively partnering with Faculty leadership to identify and implement initiatives

3. Quality Assurance and Accreditation Support

• Assist the DPO and APS (Academic Planning Specialist) in supporting program reviews and accreditation process, including coordinating the activities of external reviews and site visits
• Assist with compiling data and materials for program reviews and accreditation by collaborating with the APS and key stakeholders to analyze, verify, and ensure the completeness and accuracy of all information
• Collaborate with the APS to review course outlines and maintain the master course database while securely managing all current and historical confidential documents, reports, and materials
• Coordinate with appropriate units to gather and analyze information, highlighting trends to support governance reporting and continuous improvement opportunities in academic quality in the Faculty

4. Outreach and Education Support

• Work with the ADs, PDs, staff, and other offices to educate instructors and students alike on plagiarism, cheating, and other issues related to academic conduct and integrity, with a goal of increasing awareness and decreasing administrative burden and infractions over time
• Prepare and support publications and events that promote Academic Support, Student Conduct, and Academic Integrity while staying current on policy, procedural, collective agreement, and legislative updates and communicating changes as needed
• Support the review and development of Faculty policies, procedures, and guidelines by maintaining expertise in student‑conduct best practices and collaborating with ADs and other stakeholders to design and implement proactive initiatives, including responses to emerging technologies
• Compile term and annual statistics and assess trends related to Academic Support, Student Conduct and Academic Integrity to identify opportunities to educate instructors and students

Required Skills

• Excellent written communication and interpersonal skills, with demonstrated ability to exercise a high degree of professionalism, good judgment, and discretion
• Strong organizational skills with a proven ability to manage multiple tasks, prioritize effectively, with competing demands, deadlines and frequent interruptions. Must be able to take initiative and anticipate the needs of a diverse client group
• Strong attention to detail and the ability to process information with high levels of efficiency and accuracy in a fast‑paced environment
• Records management and database maintenance experience with proven skills in developing and generating reports and performing data analysis
• Willing and able to work flexible hours to meet deadlines and to attend evening or weekend events and activities

Required Education

• Completion of a Formal Post-Secondary/College/University Program of Three Academic Years
• An equivalent combination of education and related experience may be considered. A University degree is preferred

* Verification of Academic credentials may be required

Required Experience

• Over 3 years and including 5 years of increasingly related experience in student service, interpreting policy and providing advice, with strong consideration given to a post‑secondary academic environment
• Experience working collaboratively with instructors/faculty, and senior/peer administrators to achieve excellence in service, especially student service and academic support

Knowledge

• Working knowledge of policy and procedures framework, their interrelationship, as well as the application of collective agreements, is strongly preferred
• Working knowledge and a high level of proficiency in using software and computer programs such as Windows, Microsoft Office, G‑Suite, Adobe applications and other relevant software

How to Apply

Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until February 6, 2026 or until a suitable candidate is found. We appreciate all applications received; however, only those candidates selected for an interview will be contacted.

This position falls within the bargaining unit represented by the Ontario Public Service Employees Union (OPSEU) and will be subject to the terms and conditions of the collective agreement between the university and the OPSEU. To the extent that policies are not included in the collective agreement, employment will also be governed by the university’s policies which may also be found on our website https://ontariotechu.ca and which may be amended from time‑to‑time.

Ontario Tech University is actively committed to equity, diversity, inclusion, indigenization and decolonization (EDIID), and welcomes applications from all qualified candidates, while especially encouraging applications from First Nations, Metis, Inuit peoples, Indigenous peoples of North America, racialized persons, persons with disabilities, and those who identify as women and/or 2SLGBTQ+. All qualified candidates are encouraged to apply; however, Canadian citizens, permanent residents, Indigenous Peoples in Canada, and those eligible to work in Canada, will be given priority.

Ontario Tech University respects people’s different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate. The University is also committed to ensuring that confidentiality is maintained throughout all aspects of the recruitment cycle.

If you require accommodation, please contact Julie Day, Health and Disability Management Specialist. For more information about the university’s policies for accommodating employees with disabilities please review the university’s Accessibility Policy.

The university acknowledges the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties. We are situated on the Traditional Territory of the Mississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa and Pottawatomi.

Job Location: Oshawa, Ontario, Canada

Expected Start Date: 2/16/2026