Program Assistant

Program Assistant

Tracking Code: req1556

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 6 - Starting Salary, Step 1 $55,534

Posting Date: April 21, 2025

Closing Date: April 28, 2025 (7:00 pm EST)

Job Summary:

Reporting to the Director, Planning and Operations, the Program Assistant (PA) provides a wide range of high-level administrative support to all undergraduate and graduate programs within the Faculty of Business and Information Technology. This position advises faculty members and students, supporting the process from recruitment to admissions and completion of degree. The position is mainly responsible for supporting a variety of student services, working with the Faculty Associate Deans, Program Directors, Academic Advisors and liaising with the Registrar’s Office or other University units.

Responsibilities/accountabilities:

• Responsible for student services support, including transfer credit assessments, letters of permission, exam support, deferred exams, academic considerations, grade appeals, academic integrity and other matters relating to student code of conduct.
• Acts as a primary contact for the Faculty. Works with the ADs, PDs, faculty members and/or academic advisors to process submissions, gather relevant documentation, review records for completeness, coordinate meetings, track information and communicate final resolution to the student and other University units on behalf of the Faculty.
• Provides administrative support to the Director of Planning and Operations, the Associate Deans, and the Program Director(s).
• Provides administrative support to the Academic Committees or other, including participating in meetings, and communicating or effecting action items.
• Liaises with the Registrar’s Office or other University Units to ensure compliance with University-wide policies and processes related to graduate programs.
• Provides information to prospective and current students about programs, academic requirements and conduct, and other general aspects of the programs.
• Assists in program recruitment or other activities such as publications, communications, event support.
• Other duties as assigned by the Director of Planning and Operations.

Required Skills:

• Well-developed written and oral communication skills.
• Customer service focused with related public relations skills.
• Dedicated team player with strong interpersonal skills and demonstrated ability to exercise a high degree of professionalism, good judgment, and discretion.
• Strong organizational and time management skills with an ability to prioritize and manage simultaneous responsibilities in a fast-paced environment.
• Strong attention to detail and willingness to take initiative.
• Working knowledge of Ontario Tech University policies and procedures.
• Working knowledge and technical proficiency in the use of Microsoft Office, Adobe, Canvas applications, other web applications, etc. Previous experience with Banner is an asset.
• Willing and able to work flexible hours to meet deadlines and to attend evening or weekend events and activities.

Required Education:

• Completion of post-secondary education consisting of two or more academic years or equivalent combination of education and experience.

* Verification of Academic credentials may be required.

Required Experience:

• 1 to 3 years of related successful experience in a university environment.
• An equivalent combination of education and related experience may be considered.
• General understanding of university program topics including business, IT security, AI, analytics, etc.

How to Apply:

Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until April 28, 2025 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 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 universities 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: 5/1/2025