Administrative and Program Assistant

Queen's University; Kingston; On-site; CAD 55,000 - 67,000; Full time

Job summary

Queen's University is seeking an Administrative and Program Assistant to support undergraduate programs in Religion, Gender Studies, and Jewish Studies. You will oversee timetabling, registrations, and course enrolment, and advise students on admissions, transfers and graduation eligibility.

You will handle scholarships, budget, and communication tasks, while coordinating meetings, travel, website updates, and events across multiple units.

Qualifications

• Three-year diploma or bachelor degree equivalent required.
• 2–3 years of relevant administrative experience preferred.
• Knowledge of academic program operations is an asset.

Responsibilities

• Coordinate program logistics including intake, fee collection and scheduling.
• Advise students on applications, admissions, enrollment and course selections.
• Administer scholarships, bursaries and awards records.
• Provide department support: meetings, minutes, records, mail and supplies.
• Coordinate events, travel for staff and campus communications.

Skills

Program coordination

Student advising

Event planning

Education

Three-year Community College Diploma or Three-Year Bachelor Degree, or equivalent

Job description

Competition Number: J0926-0021Position Title: Administrative and Program AssistantPosition Number (Final): 00505834Vacancy Type: Existing PositionEmployee Group: Support Staff - USW Local 2010Job Category: AdministrativeDepartment or Area: School of ReligionLocation: Kingston, Ontario, Canada (On-site)Salary: $54,799.00 - $66,829.00/YearGrade: 06Hours per Week: 35Job Type: Permanent (Continuing)Shift: 7 Monday - FridayNumber Of Positions: 1Date Posted: October 6, 2026Closing Date: October 20, 2026COVID 19 On-Campus RequirementsPrior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to declare their COVID-19 vaccination status and provide proof that they were fully vaccinated or had an approved accommodation to engage in in-person University activities. These requirements were suspended effective May 1, 2022, but the University may reinstate them at any point.About Queen's UniversityQueen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.Come work with us!Applicant Guidance & InformationAt Queen's, we are committed to helping people achieve their best. Whether you are beginning your career at Queen's or seeking your next opportunity, we are here to support you. Visit our Applicant Resources for guidance on applying, showcasing your skills and experience, and preparing for interviews.Disclaimer: As part of the application process at Queen's University, our recruitment system uses Artificial Intelligence (AI), as defined under the Ontario Employment Standards Act, to ask job-related questions and confirm eligibility for hire. All final hiring decisions are made using non-AI related processes.Job SummaryThe Administrative and Program Assistant is responsible for providing general clerical, financial and administrative support to the operations of the undergraduate programs in Religion,Gender Studies, and Jewish Studies. Primary responsibilities include oversight of timetabling, student registrations and course enrolment, and student advising. This includes processing day-to-day financial transactions, monitoring accounts, assisting with research financial duties for the Director of Jewish Studies, developing content for and maintaining the School of Religion, Gender Studies, and Jewish Studies websites and social media accounts (including campus promotion) and working collaboratively with colleagues in these units to execute communications initiatives and event planning. The position reports directly to the Director of the School of Religion and the Head of the Department of Gender Studies. The position also receives work direction from the Director of Jewish Studies and the Departmental Administrator in the School of Religion and the Department of Gender Studies.This position coordinates program logistics including intake, ongoing communications, and scheduling. This position acts as an advisor to students including applications, admissions, enrollment, course selections, transfers, accommodations, course materials, exam issues and eligibility to graduate. This position provides administrative support to the department including meeting coordination, agendas, minutes, updating records, and mail distribution. This position also acts as the first point of contact and administers and records scholarships, bursaries, and awards, and performs accounting and bookkeeping activities including accounts payable, expenses, awards, records, and reports.Job DescriptionWhat you will do•Coordinates program logistics including intake, fee collection, ongoing communications, monitoring attendance, and scheduling.•Acts as an advisor to students including applications, admissions, enrollment, course selections, transfers, accommodations, course materials, exam issues and eligibility to graduate.•Acts as the first point of contact and administers and records scholarships, bursaries, and awards.•Provides administrative support to the department including scheduling, coordinating meetings, room and equipment booking, agendas, minutes, updating records, mail distribution, office supply inventory, and transcription review.•Coordinates events including school fairs, orientations, information sessions, webinars, seminars, training days, lectures, debates, conferences, award presentations, parties, social functions, and fundraising activities.•Coordinates communications, including announcements, routine correspondence, website updates, and, promotional materials.•Collects, records and enters grades.•Generates statistical data for enrolment purposes.•Updates and maintains course websites.•Coordinates domestic and international travel for staff.•Performs accounting and bookkeeping activities including accounts payable, expenses, awards, records, and reports.•Other duties as required in the support of the department and/or unit.Required Education• Three-year Community College Diploma or Three-Year Bachelor Degree, or equivalent.Required Experience• More than 2 years and up to and including 3 years of experience.Consideration may be given to an equivalent combination of education and experience.Job Knowledge and Requirements•Knowledge and insight of practical methods, techniques, and work processes that is typically acquired through a combination of technical training and/or substantial work experience.•Provide information to others that requires technical or administrative explanation or interpretation.•Attempts to resolve a difficult or challenging interpersonal situation or, overcome resistance to gain cooperation.•Adapt messages to meet the needs of the intended audience.•Manage own work and may train and review the work of casual employees, work study students, and/or volunteers, to see commitments through to completion.•Participate in project team meetings and is involved in developing individual and team project plans.•Identify new problems and seeks information and input to fully understand the cause.•Identify opportunities to improve the effectiveness and efficiency of work processes.•Break down concrete issues into parts and synthesizes information succinctly.•Respect diversity and promotes inclusion in the workplace.•Awareness of relevant legislation, including Employment Equity, Human Rights legislation, Treaties, sexual violence legislation and the Accessibility for Ontarians with Disabilities Act and its regulations.Employment Equity and Accessibility StatementThe University invites applications from all qualified individuals. Queen's is strongly committed to employment equity, diversity, and inclusion in the workplace and encourages applications from Black, racialized persons, Indigenous people, women, persons with disabilities, and 2SLGBTQI+ persons. In accordance with Canadian Immigration requirements, priority will be given to those who are legally eligible to work in Canada.The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code, including those with disabilities. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at [e-mail] you interested in this job?