Program Administrator- Ottawa

triOS College; Ottawa; On-site; CAD 80,000 - 100,000; Full time

Job summary

A prominent private career college in Ottawa seeks a Program Administrator to manage incoming calls, greet visitors, and oversee program administration. Responsibilities include conducting entrance tests, preparing documentation, and ensuring effective student engagement. The ideal candidate holds a High School diploma and has 1-2 years of customer service experience, alongside strong communication and MS Office skills. This role offers an opportunity to contribute to an inclusive educational environment and support student's academic journeys.

Qualifications

• Proven success in customer service resolution is required.
• Effective follow-up and communication with students.
• Computer literacy in MS Office (Word, Excel, PowerPoint & Outlook).

Responsibilities

• Manage and direct incoming telephone calls.
• Greet all visitors to the campus.
• Conduct entrance testing for potential students and record results.
• Prepare program reports and documentation.
• Plan and organize graduation ceremony.

Skills

Customer service resolution

Effective communication

Computer literacy in MS Office

Education

High School diploma or equivalent

Job description

Join the Future of Education – Where Passion Meets Purpose

At triOS and Eastern College, we don’t just help students become job-ready graduates – we ignite futures. We’re seeking kindred spirits who believe that learning can change lives.

As a Canada‑owned private career college, our vision is bold, our mission is clear, and our values run deep. Integrity, dedication, readiness, and respect aren’t just words – they shape every classroom experience, every team meeting, and every morning coffee.

We’re looking for people who:

• 🧭 Lead with integrity — You do what you say you’ll do.
• 🔥 Show up with heart — You bring your best to students and colleagues alike.
• 🚀 Embrace growth — You’re always learning, always evolving.

If this sounds like you, you might be exactly who we’re looking for.

We’re not just hiring – we’re building a community of educators and professionals who care deeply, dream boldly, and laugh often. If you’re searching for meaningful work that values your contribution, we invite you to apply.

We are proud to be one of Canada’s Best Managed Companies for 15 consecutive years – now recognized with Platinum designation.

Let’s shape the future together.

Job Title: Program Administrator

Hours: Monday to Fridays 8:30am - 5:30pm

Start Date: Immediate

The Opportunity:

The major purpose of this position is to provide a point of contact for all students and manage program administration. This position also supports the day‑to‑day operations of the Campus by assisting the Campus Director (CD) to ensure that all administrative activities are current and up to date.

What you’ll be doing:

• Manage and direct incoming telephone calls.
• Greet all visitors to the campus.
• Carry out campus opening and/or closing procedures as required.
• Oversee and maintain common areas (i.e., kitchen, lobby, meeting rooms, etc.).
• Contact absent students on a daily basis as per the student attendance policies and procedures.
• Manage parking on the campus, by collecting monthly fees, updating the tracking spreadsheet, and ensuring parking follows proper protocols.
• Conduct entrance testing for potential students and record results.
• Provide students with additional printing credits.
• Handle payments for new clients and students.
• Manage & maintain inventory including, distribution of courseware to students, adjustments, and ordering of courseware.
• Manage exam vouchers and Self‑Test Software process including XCAS data entry.
• Prepare program reports and documentation.
• Order uniforms as required.
• Enter manager approval in XCAS once student marks have been approved by the CD and notify the CD and Financial Aid Officer (FAO) by advising them of students who have multiple failing grades. Run Missing Marks reports twice per week with follow‑up by CD.
• Maintain diploma and transcript process.
• Generate email accounts for new students, sign out sheets, and prepare their new student bundle.
• Assist with campus events.
• Monitor daily attendance reports and record on XCAS to ensure student hours are recorded correctly.
• Set up new student orientation.
• Manage memberships for diploma programs ensuring proper paperwork is submitted.
• Plan and organize graduation ceremony.

What you bring to the position:

• High School diploma or equivalent is required.
• 1-2 years proven success in customer service resolution is required.
• Effective follow‑up and communication with students.
• Computer literacy in MS Office (Word, Excel, PowerPoint & Outlook).

Artificial intelligence tools may be used during the recruitment process to support applicant screening, assessment, or selection.

We are committed to building an intentionally inclusive environment that engages, supports, and empowers diversity and belonging in the workplace and communities we serve.

We are proud to be an equal opportunity employer and welcome applications from candidates regardless of race, colour, religion, gender, gender identity or expression, sexual orientation, national origin, disability, or age.

Applicants with disabilities may notify us of any reasonable accommodations needed to support your participation in the recruitment process.

We thank all applicants for their interest, however, only those selected for an interview will be contacted.

To learn more about triOS College, visit our website 🌐: www.triOS.com