Position Summary
Temporary Full-Time Appendix D Support Staff, replacement contract position (three months with the possibility of extension).
The Program Assistant provides administrative support to designated programs within the School of Engineering & Technology, including coordinating program review activities, supporting Program Advisory Committees, providing academic advice to students and applicants, and providing research support for new program development.
Successful candidates will be required to conduct work within Ontario and must be available to work on campus as required. It is anticipated that this position will meet the needs of the department through a hybrid work arrangement, Monday to Friday, 8:30 a.m. to 4:30 p.m., with three days on-site at Conestoga’s Cambridge campus located at 850 Fountain St. S., and two days remote.
Responsibilities
Program review coordination (APR / MPR)
* Coordinate administrative activities related to Annual Program Reflections (APR) and Major Program Reviews (MPR) for assigned programs
* Coordinate schedules, meetings, and documentation milestones for APR and MPR processes
* Communicate with program coordinators, academic managers, and external reviewers
* Advise program teams on the use of templates and data sources
* Schedule meetings, guide program team discussions, document discussions, and inform Chairs of actions and decisions
* Compile, consolidate, and update statistical and program data for review documentation
* Identify and track action items arising from APRs and work with Chairs to track their progress
* Assist with Program Advisory Committee meetings for MPRs
* Edit, proofread, and finalize APR/MPR documentation and related program revisions
Program Advisory Committees (PAC / PDAC)
* Provide administrative support to four School Program Advisory Committees and one to two Program Development Advisory Committees (PDAC)
* Coordinate communications with program staff and external committee members
* Schedule meetings, book rooms, and prepare required documentation in accordance with PAC guidelines
* Develop agendas, record action‑oriented minutes, distribute follow‑up materials, and maintain membership records and databases
* Consult with internal stakeholders to recruit new or replacement committee members
Academic advising and student support
* Provide academic advising services to students and applicants in selected Engineering & Technology programs
* Assist students with special timetable arrangements
* Support course add/drop requests and explain implications for academic progression
* Support students regarding concerns, academic appeals and academic offences prior to escalation to the Chair
* Monitor program email accounts and respond to or redirect inquiries as appropriate
New program development support
* Support Chairs with research and documentation related to new program development
* Conduct research to support new program proposals (e.g., labour market data, competitive analysis)
* Organize, synthesize and present research findings in a clear and structured manner
* Support the development of relationships with industry partners, professional bodies, and other post‑secondary institutions
* Assist with the preparation, tracking, and completion of documentation required for internal and external program approvals
Qualifications
* Three‑year diploma or degree in business administration or other relevant field of study with a focus on research and report writing
* Minimum of two years of relevant experience in an educational or business environment
* Strong research, analytical, and report‑writing skills
* Ability to work independently with minimal direction
* Excellent organizational skills with strong attention to detail
* Ability to set objectives, establish priorities, meet deadlines and anticipate potential issues
* Strong adaptability and effective use of available resources
* Excellent written and verbal communication skills
* Demonstrated experience recording concise, action‑focused meeting minutes
* Strong interpersonal skills with the ability to communicate professionally, tactfully, and diplomatically with students, staff, and external stakeholders
* Proficiency in Microsoft Office products and demonstrated ability to learn and adapt to software systems
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