Program Assistant

Position overview

Student and program administration

• Serve as the first point of contact for current and prospective students by phone, email, and in person.
• Coordinate documentation and processes for recruitment, admissions, registration, awards, curriculum changes, exams, graduation, and student requests.
• Assist with student advising, retention, and orientation and assess individual profiles against registration requirements.
• Maintain unit databases and provide admissions, registration, retention, and program-capacity data; assist with surveys and special projects.

Committees and academic activities

• Support recruitment, retention, open-house, and information-session activities and update program information and promotional materials.
• Prepare committee agendas and documents, record minutes, maintain files, and follow up on committee issues.
• Prepare documents, forms, correspondence, and reports for department and program leadership.
• Coordinate logistics for thesis defenses, internships, candidate interviews, orientation, and other academic activities.

Department administration

• Enter part-time faculty postings, contracts, and teaching assistant contracts in the appropriate systems.
• Assist with new program proposals and curriculum changes and enter information into systems.
• Support space and office administration, cover for other staff as needed, and perform other duties in support of the unit.

Qualifications

• Attestation of College Studies (ACS) in Office Studies or a related discipline and two to four years of related work experience.
• Good spoken and written English (Level 4) and basic spoken and written French (Level 3) are required.
• Intermediate Word and Excel knowledge is required; shortlisted candidates' language and computer skills will be tested.
• Excellent interpersonal, communication, organizational, and customer service skills; able to handle high inquiry volume and work with minimal supervision.
• Ability to work in a team environment and manage priorities with resourcefulness.

Assets

• Knowledge of university academic policies and procedures is an asset.
• Prior knowledge of SIS, CCMS, or AEM is an asset.
• Knowledge of faculty curriculum, university rules, and admissions and registration processes is an asset.

Salary

• Salary is $34.75–$41.34 per hour.

Contract

• This is a replacement contract through May 1, 2027.

Campus

• The position is associated with the Sir George Williams campus in downtown Montreal and includes in-person student support.