Program Assistant

Role overview

Primary responsibilities

• Respond to current and prospective student inquiries by phone, email, and in person; provide accurate information to students, applicants, and faculty.
• Coordinate documentation for recruitment, admissions, registration, awards, curriculum changes, exams, graduation, and student requests.
• Support recruitment and retention events and maintain program website information and promotional materials.
• Act as committee secretary; prepare agendas and meeting documents, record minutes, maintain files, and follow up on issues.
• Prepare documents, forms, correspondence, and reports for department and program leaders.
• Assist with advising, retention, and orientation and assess individual profiles against registration requirements.
• Maintain databases and provide admissions, registration, retention, and capacity data; assist with surveys and special projects.
• Arrange logistics for thesis defenses, internships, candidate interviews, orientation, and other academic activities.
• Enter part-time faculty postings and contracts and teaching assistant contracts into appropriate systems.
• Assist with new program proposals and curriculum changes and enter information in systems.
• Support space and office administration, cover for other staff as needed, and perform other assigned unit duties.

Qualifications

• 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); proficiency in both languages is required for the position.
• Intermediate knowledge of Word and Excel.
• Strong interpersonal, communication, organizational, and customer service skills; attention to detail and ability to handle many inquiries.
• Able to set priorities, work resourcefully with minimal supervision, and contribute to a team.
• Knowledge of university academic policies and procedures is an asset.
• Prior SIS, CCMS, or AEM experience is an asset; knowledge of curriculum, university rules, admissions, and registration processes is also an asset.

Compensation

• The stated salary range is $34.75–$41.34 per hour.

Application note

• Applicants are strongly encouraged to include a cover letter describing their interest and fit.