Program Assistant Jobs in Alberta (NOW HIRING)

Location - This role is hybrid with a mix of remote and in-person. Work primarily takes place at Enterprise Square.

Reporting to the Team, Lead, the Program Coordinator is a strategic driver in the planning, development, and delivery of high-quality continuing education. In this role, you will oversee all aspects of course and program administration, including the development and review of course outlines and syllabi to ensure strict alignment with program standards, industry needs, and learner expectations. Beyond administrative oversight, you are responsible for the full lifecycle of instructional management, from recruiting and selecting to negotiating instructor contracts and compensation. You will serve as a primary support for instructional staff, guiding them through onboarding and fostering deep engagement with Faculty policies and institutional procedures.

This position is central to the growth and evolution of our programming, requiring a keen eye for identifying new opportunities across open enrollment, corporate training, and continuing professional education. You will build and maintain vital relationships with internal and external partners, initiating collaborations and supporting the development of customized learning solutions that meet the demands of a modern workforce. A strong focus of this role is dedicated to ongoing program evaluation and continuous improvement; you will analyze course evaluations, assess instructor effectiveness, and review curriculum relevance to ensure every offering remains current, high-quality, and responsive to market demand, etc.

Your day-to-day responsibilities will evolve with the academic cycle and shifting program priorities. You will operate with a high degree of independence within established objectives while collaborating closely with team members, subject matter experts, and stakeholders to ensure seamless program delivery. The ideal candidate brings strong business acumen, sound judgment, and proactive problem-solving skills. You must be resourceful and highly organized, with the ability to manage multiple priorities in a dynamic environment. Excellent communication skills and a professional, client-focused approach are essential for building the partnerships that drive our success.

• Post-secondary education of a Bachelor's degree.
• Three years of related working experience, preferably in a post-secondary educational setting that includes student advising.
• Thorough knowledge and experience with the University of Alberta academic regulations, especially in the areas of: the Code of Student Behavior, GPPRC Policy, registration, the University grading system, examinations, academic standing, and appeals and grievances.
• Understanding of FOIPP and Human Rights legislation as it relates to interaction with instructors, students, faculty, and staff.
• Superior interpersonal skills including the ability to listen and communicate effectively and sensitively, including cross-cultural sensitivity and an ability to counsel distressed or difficult individuals.
• Knowledge of the University's PeopleSoft/Campus Solutions software records management system.
• Exceptional organizational skills, including project and resources management skills.
• Strong analytical and problem-solving skills.
• Ability to exercise superior, independent judgment on a day-to-day basis.
• Demonstrated ability to work collaboratively within a team environment.
• Ability to work under pressure with a demanding workload.

This position is subject to all applicable terms and conditions of the collective agreement between the Governors of the University of Alberta and the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package.

General Course Administration

• Oversees all aspects of course administration including the scheduling of courses and the contracting of part-time, limited-term instructional staff.
• Develops an annual schedule of classes for course offering to the community.
• Schedules dates and times for all course offerings in negotiation with selected instructors.
• Coordinates the schedule and plans logistics related to the course offering (includes the creating, reviewing, and editing of the course syllabus and/or facilitating and confirming instructor revisions to the course syllabus).
• Recruits, selects, and recommends the appointment of new instructor(s) to the Team Lead.
• Negotiates salaries and initiates teaching contracts with new and existing instructors.
• Initiates corporate learning and continuing professional education initiatives and negotiates profit sharing agreements with consulting firms to present customized learning offerings.
• Evaluates the effectiveness of course design, curriculum, instructor effectiveness, and overall program quality through careful analysis of evaluation surveys.
• Discusses with and provides feedback to instructors, recommending changes as appropriate and notifying Team Lead of action taken when necessary.
• Screens prospective instructor resumes and suggested outlines and, if not part of the program unit, determines the appropriate contact for the instructor.
• Familiarizes new instructors with the University of Alberta and Online Learning & Continuing Education program policies and procedures.

Student & Prospective Student Relations

• Advises students, staff, and the public about University and Faculty policies and procedures regarding issues such as admission, registration, graduation, course withdrawals, academic standing, grades, deferred exams, and privacy policies.
• Exercises authority to grant or deny deferred examination requests, evaluating each case individually, using established Faculty policies and standards.
• Supports Program Administrators in counselling students on course selection and availability, possessing strong knowledge of and clearly communicating information about course restrictions, prerequisites, and the impact of various programs on a student's course selection and academic advancement.

Marketing

• Prepares detailed annual marketing and advertising strategies to promote courses for the area of responsibility for Team Lead to review, consider, and approve.
• Undertakes surveys of the competition and the market to identify needs and opportunities for the programming cluster, preparing market research reports and working with the Team Lead to develop strategic plans and multi-year plans.
• Develops plans and recommendations (e.g. marketing strategies, content experts for course development} with attention to financial and other resource requirements.
• Initiates the creation, review, and editing of course outlines and consults with appropriate areas for final review and input, ensuring collaboration with instructional designers, eLearning specialists, and/or instructors, as appropriate.

Budget/Financial Responsibilities

• Provides tactical input into the annual budget for the programming cluster and accountability for course-related expenditures.
• Prepares detailed annual budget forecasting for the area of responsibility to T earn Lead for review and final approval.
• Develops individual course budgets, performing analysis to determine break-even points and required enrolments.
• Performs analysis of monthly financial information, verifying for accuracy.

Team Collaboration & Leadership

• Depending on the scope and size of the project work, Program Assistant(s) may be assigned to work with the Program Coordinator to provide support and assistance. Where Program Assistant(s) are assigned, the Program Coordinator is responsible to assign work and provide guidance and direction to ensure a positive work and learning experience.
• May be asked to participate in recruitment activities by sitting as a member of selection committees, provide feedback for the preparation of performance appraisals of Program Assistants, monitor the quality and appropriateness of workloads, help coordinate training and skill development, and provide mentorship and guidance to the Program Assistants.
• Trains support staff and provide orientation for new and interim support staff.
• Provides leadership through positive influence, coaching, and establishing effective working relationships across the portfolio.