Overview
Undergraduate Program Assistant Jobs in Kingston, Canada at Queen’s University
Job Summary
Reporting to the Department Manager, the Undergraduate Program Assistant is responsible for the daily administration and operation of the undergraduate program. The role provides administrative assistance to the Chair(s) of Undergraduate Studies on all matters related to Electrical and Computer Engineering (ECE) programs, maintaining student records, preparing academic paperwork (e.g., APC forms, mark change forms, and academic change forms), and coordinating administrative processes related to student programs.
The incumbent advises students on academic and program matters, assists with academic planning, follows up on student progress, and informs students of program requirements and regulations administered by Smith Engineering. The assistant collaborates with other departmental program assistants and serves as the departmental resource for ECE undergraduate programs, including ECE Innovation Programs, when interacting with the Faculty and/or University Registrar’s office.
The position provides daily administration and operational support, including timely and accurate timetabling and registration, serves as a key academic advisor, and ensures that students experiencing challenges have access to resources. It also oversees administration of scholarships, awards, and special accolades.
What you will do
- Provide daily administration and operation support to the undergraduate program.
- Provide academic advising for undergraduate students.
- Administer the registration process, supporting course substitutions, pre-registration, online registration, overriding prerequisites, managing wait‑lists and reviewing late requests.
- Provide data for timetabling activities, including instructor preferences, tier requests, lab times, seminars, departmental meetings, and feedback issues.
- Manage files, track student progress, keep accurate academic records, maintain class lists and historical records, including registrations, enrollments, faculty teaching assignments, and exams.
- Support and track accounting and bookkeeping activities within the department, including budgeting, payroll, reimbursements, honorariums, accounts payable and receivable.
- Support faculty with creation and maintenance of online courses.
- Identify and prepare lists of eligible recipients for awards and scholarships and special accolades, communicating with committees and individuals.
- Act as the first point of contact for phone, email and in‑person inquiries.
- Make recommendations and/or draft policies and procedures for the program.
- Support student recruitment.
- Assist exchange and/or transfer students with paperwork, documentation, course selection, and registration, and maintain exchange information resources.
- Assist and monitor data entry of grades.
- Assist with undergraduate course selections and update academic calendars.
- Complete degree audits and assess eligible students for graduation or continuation, notifying students who are not meeting requirements.
- Coordinate and facilitate logistics for events, including booking space, ordering catering, advertising, guest lists, coordinating with speakers, travel and hotel arrangements.
- Coordinate undergraduate exams ensuring deadlines are met.
- Create academic plans for probationary students.
- Perform other duties as required in support of the department and/or unit.
Required Education
- Three‑year community college diploma, three‑year bachelor’s degree, or equivalent.
Required Experience
- More than 2 years and up to and including 3 years of experience.
- Experience advising students (considered an asset).
- Experience working at a post‑secondary education institution (considered an asset).
- Experience in Enterprise Resource Planning (ERP) Systems Administration (e.g., Oracle‑People Soft) (considered an asset).
Consideration may be given to an equivalent combination of education and experience.
Job Knowledge and Requirements
- Knowledge of practical methods, techniques, and work processes acquired through training or work experience.
- Provide technical or administrative explanation or interpretation to others.
- Resolve difficult or challenging interpersonal situations and overcome resistance to gain cooperation.
- Adapt…
Title: Undergraduate Program Assistant
Company: Queen’s University
Location: Kingston, Canada
Category:
