Senior Program Officer

Queen's University; Kingston; On-site; CAD 85,000 - 115,000; Full time

Job summary

Queen's University in Kingston, Ontario, is seeking a Senior Program Officer for Research and Lab Operations in the Quantum Sensing for Subatomic Physics program. You will provide high-level administrative, operational, financial, and program-management support to the PI and the program, coordinating meetings, travel, reporting, and collaborations.

The role involves working across Queen’s and with external partners to manage priorities, governance, budgets, and communications, while ensuring

Qualifications

• University degree or diploma in a relevant field.
• Five years of progressively responsible experience in executive support and program coordination.
• Experience supporting a senior leader, faculty, or research group.
• Ability to manage multiple priorities, deadlines, and stakeholders with accuracy and professionalism.
• Strong proficiency with scheduling systems and shared digital work environments.

Responsibilities

• Provide senior administrative and operational expertise to guide the PI and QSSP program.
• Coordinate meetings, travel, and program correspondence; manage milestones and priorities.
• Prepare materials for reports, proposals, and funders; support governance and accountability.
• Manage daily operations and identify opportunities to improve efficiency.
• Support external partnerships, collaborations, and communications for the program.

Skills

Executive support

Program coordination

Project coordination

Communication

Time management

Education

University degree or post-secondary diploma in a relevant field

Tools

Office software suites

Job description

The Senior Program Officer - Research and Lab Operations, Quantum Sensing for Subatomic Physics (QSSP), reporting to the QSSP PI, provides high-level administrative, operational, financial, and program-management support for a major research program in physics. The role supports the PI’s research activities and program-building efforts, including national and international collaborations, trainees, visitors, proposals and reporting, events, travel, financial tracking, lab and program operations, and external partnerships.

The incumbent serves as a central administrative point of contact for Prof. Leach and the QSSP research program, working across Queen’s and with external collaborators and partner organizations to help ensure that priorities, logistics, reporting requirements, documentation, and administrative processes are managed effectively.

Program Context

The new QSSP program focuses on developing new concepts and techniques rooted in quantum sensing and manipulation to address fundamental questions in subatomic physics, including neutrino physics, weak interactions, and searches for physics beyond the Standard Model. The program spans superconducting sensors, levitated optomechanics, and quantum optics and includes partners across Queen’s, the McDonald Institute, with national and international major research facilities, universities, laboratories, and industry partners. By advancing the measurement tools used to study neutrinos, weak interactions, and rare nuclear processes, the program contributes to Canada’s leadership in fundamental science while also developing technologies, training, and partnerships with broader impact across quantum sensing, nuclear science, and precision measurement.

Operational and Program Management

• Provide senior administrative and operational expertise to guide the PI and the QSSP program, including strategic design, project schedules and milestone delivery, and organizing meetings, travel, program correspondence, and priorities.
• Leads the development and implementation of QSSP policies and procedures, drawing on a strong understanding of governance, Tri-Council, provincial, and national research frameworks.
• Prepare and coordinate program materials, including reports, briefing notes, correspondence, presentations, proposal materials, strategic planning documents, and documentation for funders, institutional partners, committees, and other stakeholders.
• Manages daily operations, including administrative and logistical functions, and recommends improvements for operational efficiency and effectiveness.
• Identifies and responds to opportunities aligned with QSSP objectives, including emerging grant opportunities (e.g., NFRF, CFI, IDEaS).
• Manage the administrative and logistical needs of QSSP research activities and collaborations, including recurring collaboration meetings, shared communication and documentation channels, student trainees, postdoctoral fellows, visitors, workshops, site visits, and external partner engagement.
• Maintain internal tracking systems for program commitments, reporting deadlines, expenditures, and required documentation to support timely decision-making and institutional reporting.
• Engages, manages, and monitors external consultants involved in funding proposals and report development.
• Organizes program-related events such as conferences, workshops, and seminars.
• Provides administrative support to academic components of the program and builds partnerships to support trainee placements.
• Manage outward-facing program activities and requests, including website content, public-facing materials, and the triage of government, institutional, media, and partner inquiries in collaboration with appropriate Queen’s and McDonald Institute offices.
• Builds and maintains relationships with local, national, and international industry and academic partners involved in the QSSP program.
• Oversees the development of Memoranda of Understanding and related agreements in collaboration with Queen’s Research Contracts Unit.
• Collaborates with Queen’s communications teams to promote and disseminate QSSP and affiliated research news.
• Communicates day-to-day priorities and ensures program policies, practices, and procedures are clearly understood by partners.
• Liaises with current trainees and prospective applicants.
• Helps create schedules for the PIs and groups, including locally and during travel.

Financial Management and Reporting

• Prepares and manages program budgets, advising the PI and relevant committees on financial commitments.
• Maintains accurate financial records, tracks projections and expenditures, and provides timely financial reports using spreadsheets, institutional tools, and Tri-agency systems.
• Oversees all Tri-Council statistical, operational, and financial reporting, ensuring alignment with funding requirements.
• Coordinates the timely completion and dissemination of all required reports and documentation to funding supporters, including program updates and financial reports.
• Leads ongoing evaluation of services and processes, developing metrics to assess program effectiveness and inform continuous improvement.
• Coordinates lab purchases and expenses, including working with Finance, to ensure that POs are issued, that purchases align with grant budgets and are reconciled properly, helping with expense reimbursement and HQP salaries.

Required Qualifications

• University degree or post-secondary diploma in a relevant field.
• Several years (5 years) of progressively responsible experience in executive support, administration, program coordination, project coordination, or a related role.
• Experience supporting a senior leader, faculty member, research group, or other complex professional environment.
• Demonstrated ability to manage multiple priorities, deadlines, meetings, travel, and stakeholders simultaneously.
• Experience preparing, organizing, and coordinating administrative documents, correspondence, and workflows with a high degree of accuracy and professionalism.
• Strong proficiency with office software, scheduling systems, and shared digital work environments.

Considered Assets

• Experience working in a university, research institute, scientific, or grant-funded environment.
• Experience coordinating research proposals, reports, or other funding-related documentation.
• Experience supporting academic meetings, workshops, visits, or multi-stakeholder events.
• Experience supporting student, trainee, or postdoctoral administration.
• Experience coordinating websites, digital content, or routine communications materials.
• Experience supporting distributed teams or large external collaborations.

Special Skills

• Excellent organizational, administrative, and time-management skills.
• Strong written and verbal communication skills.
• Strong interpersonal skills and the ability to work effectively with a broad range of internal and external stakeholders.
• Sound judgment, discretion, tact, and professionalism, particularly in handling confidential or sensitive matters.
• Ability to work independently, take initiative, and follow through on complex and evolving tasks.
• Ability to prioritize effectively and remain calm in a busy environment.
• Strong attention to detail and commitment to high-quality work.