Job Description

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!

Job Summary

A Brief Overview

Reporting to the Director of Student Engagement, and receiving day-to-day direction from other staff within the Commerce Office, the Program Administrator is responsible for providing reception, administrative and operations support to the Commerce Program and the Certificate in Business (CIB).



The Program Administrator is the first point of contact for all visitors to the Commerce Office and is responsible for providing in-person, telephone and email support to students, alumni, parents, faculty members, and staff in various administrative offices at the University. The Program Administrator provides accurate and up-to-date information related to the academic regulations, policies and procedures, and supports the administration of Commerce/CIB processes, including course registration, academic advising, academic appeals, and academic accommodation and consideration.



Using programs such as PeopleSoft, Microsoft Office and room booking software, this position is a member of the Student Engagement team responsible for offering a superior level of customer service and office efficiency. The Commerce Office has two Program Administrators that work closely and interchangeably to provide such service.


The Program Administrator provides daily administration and operational support to the Commerce program. The position serves as a key resource for undergraduate students, ensuring that those facing academic or administrative challenges are connected with the appropriate supports and resources to foster their academic success.

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.

Assists and monitors data entry of grades.

Assists with undergraduate course selections, updating academic calendars.
Completes forms and/or drafts routine and official correspondence for students, faculty and department staff.
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.

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.

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. + Experience in client and/or customer experience functions considered an asset.
+ Experience in writing, interviewing, reviewing, editing and/or proofreading internal and/or external communications and documents considered an asset (e.g., social media, policy manuals, newsletters, handbooks, legal documents, forms/templates, blogs, training/reference materials, technical documents, webinars, etc.).

+ 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 software and web technologies considered an asset (e.g., ServiceNow, Customer Relationship Management (CRM), other software packaging, etc.).

+ Experience working at a post-secondary education institution considered an asset.

+ Experience working in a comparable client-focused environment considered an asset

+ Experience advising students considered an asset.


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.
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 hradmin@queensu.ca.