Undergraduate Program Assistant

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 Queens University

Queens 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 Registrars 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.

• Three-year Community College Diploma or Three-Year Bachelor Degree or equivalent.

• 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.).

• 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. Queens 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 .