Competition Number: J0826-0667
Position Title: Program Assistant
Position Number (Final): 00128898
Vacancy Type: Existing Position
Employee Group: Support Staff - USW Local 2010
Job Category: Administrative
Department or Area: SGSPA-Dean's Office
Location: Kingston, Ontario, Canada (On-site)
Salary: $48,325.00 - $58,930.00/Year
Grade: 05
Hours per Week: 35
Job Type: Permanent (Continuing)
Shift: 7 Monday - Friday
Number Of Positions: 1
Date Posted: August 26, 2026
Closing Date: September 13, 2026
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.
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!
At Queen's, we are committed to helping people achieve their best. Whether you are beginning your career at Queen's or seeking your next opportunity, we are here to support you. Visit our Applicant Resources for guidance on applying, showcasing your skills and experience, and preparing for interviews.
Disclaimer: As part of the application process at Queen's University, our recruitment system uses Artificial Intelligence (AI), as defined under the Ontario Employment Standards Act, to ask job-related questions and confirm eligibility for hire. All final hiring decisions are made using non-AI related processes.
A Brief Overview
This position acts as the first point of contact for students, staff, faculty, and the general public regarding admissions, status of applications, registration, degree lists, and graduate program policies and procedures. This position provides support for admissions and/or registration processes including confirming receipt of admissions documentation, gathering and uploading the application data into databases, and generating reports. This position also provides general administrative support including reception services, mail distribution, office supply inventory, and scheduling rooms.
What you will do
- Acts as the first point of contact for students, staff, faculty, and the general public regarding admissions, status of applications, registration, degree lists, and graduate program policies and procedures.
- Supports admissions and/or registration processes including confirming receipt of admissions documentation, gathering and uploading the application data into databases, and generating reports.
- Provides general administrative support including reception services, mail distribution, office supply inventory, scheduling rooms, filing, monitoring email accounts, confirming security clearances, and arranging for identification photos.
- Provides support in areas such as applications for accommodation, and coordinating thesis defenses and/or examinations.
- Maintains student files including grades, academic change forms, exams, thesis proposals and/or oral thesis defenses.
- Coordinates the promotion of awards including supporting the selection process, submitting payment request forms and/or issuing letters.
Required Education
- Two-Year Community College Diploma.
Required Experience
- More than 2 years and up to and including 3 years of experience.
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.
The University invites applications from all qualified individuals. Queen's 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 [email protected].
