Competition Number: J0826-0243

Position Title: Undergraduate Program and Administrative Assistant

Position Number (Final): 00101554

Vacancy Type: Existing Position

Employee Group: Support Staff - USW Local 2010

Job Category: Academic Support and Student Services

Department or Area: Languages Literatures Cultures

Location: Kingston, Ontario, Canada (On-site)

Salary: $54,799.00 - $66,829.00/Year

Grade: 06

Hours per Week: 35

Job Type: Term

Length of term: 12 months

Shift: 7 Monday - Friday

Number Of Positions: 1

Date Posted: September 2, 2026

Closing Date: September 16, 2026

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 Queen's University

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!

Applicant Guidance & Information

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 chance, 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.

Job Summary





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.
- Supports student recruitment.
- Assists exchange and/or transfer students with paperwork, documentation, course selection and registration, transfer credit eligibility. Maintains exchange information resources.
- 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.
- Distributes surveys and assessments, including but not limited to Queen’s Survey of Students’ Experience of Teaching (QSSET), Teaching Assistant Assessments, etc.




- Prepares and submits all curriculum and calendar revisions.
- Other duties as required in support of the department and/or unit.

Required Education

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

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 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. 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].

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📌 Undergraduate Program and Administrative Assistant (Canada)
🏢 Queen's University
📍 Canada