Undergraduate Program Assistant

Queen's Student Alumni Association; Kingston; On-site; CAD 54,000; Full time

Job summary

A leading Canadian university seeks an Undergraduate Program Assistant to manage daily operations of the undergraduate program. The role includes providing academic support, maintaining student records, and coordinating administrative processes. Candidates should have at least a three-year diploma or degree and relevant experience. Join a diverse workplace committed to equity and inclusion.

Qualifications

• More than 2 years of experience, preferably in post-secondary education.
• Experience advising students is considered an asset.
• Experience with diverse populations considered an asset.

Responsibilities

• Provides daily administration and operation support to the undergraduate program.
• Provides academic advising for undergraduate students.
• Administers the registration process, handling course substitutions and online registration.

Skills

Organizational skills

Communication skills

Interpersonal skills

Education

Three-year Community College Diploma or Bachelor Degree

Job description

1 day ago Be among the first 25 applicants

Get AI-powered advice on this job and more exclusive features.

To display this page you need a browser with JavaScript support.

Competition Number: J0625-0378

Position Title: Undergraduate Program Assistant

Position Number (Final): 00503511

Employee Group: Support Staff - USW Local 2010

Job Category: Academic Support and Student Services

Department or Area: Electrical & Computer Eng

Location: Kingston, Ontario, Canada (On-site)

Salary: $53,593.00/Year

Grade: 06 Review Salary Information Here

Hours per Week: 35

Job Type: Permanent (Continuing)

Shift: 7 Monday - Friday

Number Of Positions: 1

Date Posted: June 19, 2025

Closing Date: June 26, 2025

Share Facebook X Email LinkedIn

COVID 19 On-Campus Requirements

Prior 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 University

Queen’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!

Job Summary

A Brief Overview

Reporting to Department Manager, the Undergraduate Program Assistant is responsible for the daily administration and operation of the undergraduate program.

The Undergraduate Program Assistant provides administrative assistance to the Chair(s) of Undergraduate Studies on all matters related to Electrical and Computer

Engineering (ECE) Programs. Responsibilities include maintaining student records, preparing academic-related paperwork (e.g. APC forms, mark change forms, and academic change forms), and coordinating administrative processes related to student programs.

The incumbent will advise students on all academic and program-related matters. This involves assisting with academic planning, performing routine follow-ups regarding student progress, and informing students of program requirements and academic regulations administered by Smith Engineering.

The Undergraduate Program Assistant works in collaboration with other departmental undergraduate program assistants and acts as the departmental resource for ECE undergraduate programs, including ECE Innovation Programs, when interacting with the Faculty and / or University Registrar's office.

This position provides the daily administration and operational support to undergraduate program including timely and accurate timetabling and registration. This position is a key academic advisor to undergraduate students, and ensures that students experiencing challenges have access to resources to support their academic progress. This position also provides overall administration of scholarships, awards and special accolades.

Job Description

What you will do

• Provides daily administration and operation support to the undergraduate program.
• Provides academic advising for undergraduate students.
• Administers the registration process, providing support and assistance with course substitutions, pre-registration, online registration, over-riding prerequisites, managing wait lists and reviewing late requests.
• Provides data for timetabling activities, including instructor preferences, tier request, lab times, seminars, departmental meetings, feedback issues.
• Manages files, tracking student progress, keeping accurate academic records, maintaining class lists and historical records including registrations, enrollments, faculty teaching assignments, exams etc.
• Supports and tracks accounting and bookkeeping activities within the department, including tracking budgets, processing payroll, reimbursements, honorariums, accounts payable and receivable.
• Supports faculty with the creation and maintenance of online courses.
• Identifies and prepares lists of eligible recipients for awards and scholarships and special accolades, communicating as appropriate to awards committees and individuals.
• Acts as the first point of contact, including phone, email and in-person inquiries.
• Makes recommendations and/or drafts policies and procedures for the program.
• Takes minutes and produces agendas.
• Assists exchange and/or transfer students with paperwork, documentation, course selection and registration, transfer credit eligibility. Maintains exchange information resources.
• Assists and monitors data entry of grades.
• Assists with undergraduate course selections, updating academic calendars.
• Completes degree audits and prepares and assesses eligible students to graduate and/or continue in the program. Notifies students who are not meeting the requirements.
• Coordinates and facilitates logistics for events, including booking space, order catering, advertising, guest lists, coordinating with guest speakers, travel arrangements, hotel reservations.
• Creates academic plans for probationary students.
• Creates marketing and promotional materials, such as brochures and website content.
• Other duties as required in support of the department and/or unit.
• Completes forms and/or drafts routine and official correspondence for students, faculty and department staff.
• Ensures student accommodations are met for exams, including room booking, special equipment and communication with students/proctors/instructors etc. Refers students to additional services when required.
• Prepares and submits all curriculum and calendar revisions.
• Refers students to additional resources or sources (e.g., Career Services, Student Counselling).
• Schedules appointments and meetings, including room bookings.
• Tracks personal information, including student files (reference checks, personal interest credit information, circumstance and long-term illness forms), employee training files.
• Serves on and/or supports committees, councils and boards related to undergraduate duties.
• Updates websites, internal notice boards, directories and/or wikis, departmental lists and social media channels.
• Participates in planning activities by investigating opportunities for new/revised community programs including conducting surveys, reviewing literature, and liaising with other programs to determine synergies.
• Other duties as required in 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.
• Experience working at a post-secondary education institution considered an asset.
• Experience advising students considered an asset.
• Experience working with diverse populations/equity deserving groups considered an asset.
• Experience in Enterprise Resource Planning (ERP) Systems Administration considered an asset (e.g., Oracle-PeopleSoft, etc.).

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 Statement

The 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].

Are you interested in this job?

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Strategic Management Services

Referrals increase your chances of interviewing at Queen's Student Alumni Association by 2x

Get notified about new Program Assistant jobs in Kingston, Ontario, Canada.

Research Coordinator – NSERC CREATE ADVENTOR Training Program

Administrative and Communications Coordinator

Fitness Instructor, SMART Program - Casual

Fitness Instructor, SMART Program - Casual

Fitness Instructor, SMART Program - Casual

Fitness Instructor, SMART Program - Casual

Fitness Instructor, SMART Program - Casual

Fitness Instructor, SMART Program - Casual

Fitness Instructor, SMART Program - Casual

We’re unlocking community knowledge in a new way. Experts add insights directly into each article, started with the help of AI.