Program Assistant

Program Assistant 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 the Department Manager, and taking day-to-day direction from the Undergraduate Program Team Lead the Program Assistant is responsible for the daily administration and operation of a designated portion of the extensive undergraduate course offerings within the Department of Biomedical and Molecular Sciences which includes course rollover, updating learning events, posting marks etc. to the Learning Management System (currently OnQ).
The incumbent recommends and participates in implementing changes regarding departmental procedures pertaining to the program(s) for which the incumbent is responsible. This position acts as a departmental resource for the daily administration and operation of the undergraduate studies program. This position advises students on their academic progress and assists students with pre-registration, registration and admission applications. This position works with students experiencing challenges that influence their academic progress and refers students to the appropriate university units for assistance (e.g., Undergraduate Chair, Career Services, Student Wellness, etc.). Job Description
What you will do

• Acts as the first point of contact for students; provides advice to students related to academic progress, including program planning, course selection, transfers, degree requirements, faculty regulations, policies, and procedures.


• Assists with pre-registration and/or registration, including student information, course information, pre-requisites, exemptions, etc.


• Assists with admission applications for students, including transfers.


• Works with students experiencing challenges that influence their academic progress.


• Refers students to the appropriate university resources for assistance (e.g., Undergraduate Chair, Career Services, Student Wellness, etc.).


• Relays unwelcome information and/or deals with conflicts and complaints such as advising students regarding declined admission/transfer credit applications or ineligibility to meet degree requirements. Escalates issues to others as appropriate.


• Reviews and verifies the degree list for accuracy and completeness (i.e., eligibility to graduate, honour standings, etc.) for approval.


• Plans, organizes and executes receptions, ceremonies, orientations, information sessions, and/or reunions, including assisting with producing related materials.


• Provides advice to staff and faculty on academic policies and procedures, such as registration, admissions, course planning, awards, etc.


• Acts as a resource through interaction with staff, faculty, students and the public by advising, directing and providing guidance on matters such as academic progression and planning, policies and procedures, and campus resources.
• Coordinates the distribution, collection, and submission of final marks.


• Coordinates midterm, final and supplemental exams, including room reservations and student accommodations.


• Supports committee activities, including taking minutes at meetings, gathering and distributing materials, booking and scheduling meetings, and preparing agendas and minutes.


• Provides administrative support, such as maintaining calendars, correspondence, scheduling meetings, etc.


• Other duties as required in support of the department and/or unit.

Required Education

• Two-Year Community College Diploma.

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.

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 work experience.
• Provide information that requires technical or administrative explanation or interpretation.


• Attempts to resolve a difficult or challenging interpersonal situation, or overcome resistance to gain cooperation, before referring to others.
• Manage own work effectively and follows through on commitments, using the available resources.


• May distribute work to deliver objectives on time and to the highest standard and help others access resources to support goal achievement.
• Resolve recurring problems and situations using established procedure and guidelines.


• Bring forward problems, obstacles or challenges to work completion in a timely manners so deadlines continue to be met.


• Break down concrete issues into parts and selects best solution from clear alternatives and past practices.
• Acknowledge and respect diverse cultural traditions and beliefs.


• Question attitudes, comments and behaviours which are discriminatory and seeks out appropriate resources to remove these from the workplace.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen’s is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Aboriginal Peoples, persons with disabilities, and persons of any sexual orientation or gender identity. In accordance with Canadian Immigration requirements, priority will be given to Canadian citizens and permanent residents.

The University provides support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant's accessibility needs. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at .