Program Associate

Program Associate

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.

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Job Summary

A Brief Overview

Reporting to the Manager of Academic Operations, the Program Associate is responsible for providing operational, administrative, and academic support for undergraduate engineering courses, programs, and academic initiatives across Smith Engineering. The role primarily supports Faculty-administered courses but also supports certain departmental academic operations, helping ensure the effective delivery of undergraduate engineering education.
The incumbent coordinates a broad range of academic and administrative activities related to course delivery, student records administration, timetabling, enrollment management, scheduling, examinations, accommodations, and instructional operations. The role serves as a key liaison between students, instructors, teaching assistants, departmental administrators, and central university offices to support the effective administration of engineering programs and courses.
The Program Associate supports Faculty-administered Applied Science (APSC) courses, with particular emphasis on APSC 103, APSC 200, APSC 202, APSC 221, APSC 293, and selected 400-level engineering courses. In addition, the role provides operational and administrative support to Engineering departments and academic units across the Faculty as required, under the direction of the Manager of Academic Operations.

This position acts as a point of contact and disseminates course-related information to departmental program assistants, instructors, teaching assistants and students. This position supports course content improvement and assists in the development or revision of course material. This position provides course administration support which includes workflow, course enrollments, room booking, scheduling activities, recordkeeping, and grade recording. This position provides advice to students on academic program planning. This position also directs, allocates and supervises the work of other staff.

Job Description
What you will do

• Acts as a point of contact and disseminates course-related information to departmental program assistants, instructors, teaching assistants and students.


• Supports course content improvement, designs project topics, and assists in the development or revision of course material such as syllabi, assignment descriptions, and rubrics.


• Provides course administration support which includes workflow, course enrollments, room booking, scheduling activities, recordkeeping, and grade recording.


• Facilitates orientation and training for the instructional team on policies and procedures.


• Coordinates the schedules of the teaching assistants and lab facilitators.


• Coordinates the work of instructors to ensure that course materials are revised, posted on time, accurate and reliable.


• Maintains database of central course materials such as checklists, quizzes, lab guides, rubrics, and exam banks.


• Collects, analyzes, and reports on student experience surveys.


• Provides advice to students on matters such as academic program planning, course selection, degree requirements, accommodations, schedule conflicts, and policies and procedures.


• Coordinates with the undergraduate office for exam accommodations.


• Directs, allocates and supervises the work of other staff.
• Other duties as required in support of the department and/or unit.

Required Education

• Master's Degree or equivalent.
• in an engineering discipline preferred.

Required Experience

• 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 in client and/or customer experience functions considered an asset.


• Experience with providing administrative support considered an asset (e.g., document editing, proofing, formatting and production, data entry, scheduling/coordinating meetings and/or travel arrangements, receiving/relaying messages, etc.).


• Experience with learning management system functionalities and standards is considered an asset.

Consideration may be given to an equivalent combination of education and experience.

Job Knowledge and Requirements

• Practical and applied knowledge of specialized methods and processes that are typically acquired through a combination of technical or academic qualification and/or work experience.


• Provide consultation and advice on non-straightforward and/or complex issues.


• Interaction with others requires interpersonal skills and the ability to understand and influence.


• Adapt messages to meet the needs of the intended audience.


• Build relationships, trust and credibility.


• Manage own work, train and review the work of the team to see commitments through to completion.


• Sets work priorities and direction, supporting the team in achieving goals and objectives.


• Participate in project team meetings and develop team project plans.


• Lead procedural or technological change within a unit.


• Identify new problems and seek information and input to fully understand the cause of problems.


• Identify opportunities to improve the effectiveness and efficiency of work processes.


• Draw logical conclusions and provides opinions and recommendations.


• Research equity, diversity, accessibility and inclusion resources and best practices relevant to the job and unit operations in order to inform evidence-based planning.


• Commitment to principles of equity, diversity, accessibility, inclusion, Indigenization and human rights for equity deserving groups.
• Assess the suitability of job candidates and recommend the most appropriate person for hire.


• Monitor and assess output and the quality of work from team members and recommend need for formal training or development plans to management and identify possible performance and/or disciplinary issues.

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 View email address on clients.njoyn.com .