Program Assistant - Limited Term

Ontario Tech University; Oshawa; On-site; CAD 58,000 - 67,000; Full time

Job summary

Ontario Tech University is seeking a Program Assistant to provide vital administrative support for the Faculty of Education. The role involves coordinating communications, maintaining critical records for programs, and ensuring a high standard of service to students and faculty. Ideal candidates will possess strong organizational and communication skills, an educational background, and administrative experience within an academic context.

Qualifications

• 1-3 years of administrative experience in an academic environment is preferred.
• Experience using digital resources and technological software.
• Knowledge of education programs at Ontario Tech University.

Responsibilities

• Provide administrative support to the Faculty of Education.
• Manage communication and maintain records for undergraduate programs.
• Coordinate practicum processes and student support.

Skills

Written communication

Presentation skills

Advanced Microsoft Office skills

Social Media proficiency

Organizational skills

Time management

Education

Completion of Undergraduate Degree or College program

B.Ed. degree

Tools

LMS

Google Suite

Social Media platforms

Job description

Program Assistant - Limited Term

Tracking Code:req1643

Faculty/Department:Frazer Faculty of Education

Number of Positions:1

Appointment Type:Limited Term 2 years

Hours of Work:35 hours per week

Salary Range:Level 5- Starting Salary, Step 1$58,055

Posting Date:July 15, 2025

Closing Date:July 21, 2025(7:00 pm EST)

Job Summary: The Undergraduate Program Administrator will provide administrative and program support to meet the needs of the Faculty of Education and its associated partners in education (e.g. Teacher Candidates, Directors, Practicum Specialist, Foundations Instructors, Associate Teachers, and Faculty) while maintaining a high standard of service.

Nature of work:

• Administrative support requiring a well-developed use of various technology programs
• Maintenance and organization of data and records
• Works collaboratively and coordinates administrative work with other team members in the Faculty of Education

Responsibilities/accountabilities:

Administrative Support to Undergraduate Programs in the Faculty of Education:

• Manage communications and respond to correspondence regarding the undergraduate programs
  
• Maintain regular communication outreach and critical reminders for undergraduate students, instructors, staff, stakeholders, and faculty
  
• Organize and maintain accurate, current, and important records of student enrollment, and contact information

Practicum and Student Support

• Monitor input of data for the placement process
  
• Organize and maintain accurate, current, and important records of student placement information
  
• Manage communications and respond to correspondence from partner boards and teacher candidates
  
• Manage the OCT Temporary Teaching Certificate (TTC) process, if applicable
  
• Organize and monitor online practicum systems and other related information/data (using Google Drive, Orbis Field Experience Portal)
  
• Problem solve and troubleshoot issues regarding placements
  
• Compile and distribute data and reports as needed (e.g. honoraria, attendance, Faculty Council Reports, Institutional Research Data, Ministry of Education data, Canvas)
  
• Monitor program-specific email accounts
  Assist with the organization of program events (Foundations Seminar Sessions, Faculty of Education Student Association, Practicum Q&A sessions, Open Houses)

Documentation

• Develop/maintain electronic documents and/or tracking systems for the Practicum Office (e.g. police checks, health and safety certificates, placement documents)
  
• Track student documentation (including Vulnerable Sector Checks, Placement forms, Practicum Tracking Sheets, Temporary Teaching Certification (TTC)

Digital Media

• Act as Social Media Coordinator to manage accounts for the Faculty of Education's General Account and Practicum Office Account
  
• Create and update promotional videos and posters

Special Project Support

• Provide administrative assistance for special projects and events as required (i.e., development of google forms and data banks for associate teachers for some partner boards)
  
• Create documentation (e.g., presentations, bulletins, flyers) for faculty as directed
  
• Assist in making presentations to classes, staff, and faculty as required
• Other duties as assigned

Knowledge:

• Education programs at Ontario Tech University
  
• Teacher certification requirements laid out by the Ontario College of
  
• Teachers and the Ministry of Education
  
• Public education system in Ontario (K-12)
  
• Equity and Diversity Initiatives to support education
  

Required Skills:

• Strong written communication and presentation skills
• Advanced skills in Microsoft Word, Excel, PowerPoint, Google
  Suite, Social Media and LMS
• Excellent attention to detail
• Exercises confidentiality
• Manages high volume, multiple demands, and competing priorities
• Strong organization
• Works both independently and constructively in a team environment
• Excellent time management and initiative
• Proficiency in the use of social media
  

Required Education:

• Completion of Undergraduate Degree or College program consisting of two years
  
• B.Ed. degree an asset
• A combination on education and experience may be considered for this role

Required Experience:

• One to three years of successful administrative experience in an academic environment, which may include public education and/or post-secondary
  
• Experience using and promoting the use of digital resources in education and knowledge of a variety of technological software (LMS, Google Suite, Social Media platforms)

How to Apply:

Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepteduntil July 21, 2025or 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 websitehttps://ontariotechu.caand 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 contactJulie Day, Health and Disability Management Specialist.For more informationabout the universities policies for accommodating employees with disabilities please review the university’sAccessibility 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 theMississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa and Pottawatomi.

Job Location:Oshawa, Ontario, Canada

Expected Start Date:8/4/2025

Expected End Date:8/15/2027