Program Support Officer - Appendix D/Temporary Assignment na Algonquin College

Please Note: If you are a current Algonquin College employee, apply to this job via the Workday application.

Department:

Allied Health

Position Type:

Full-Time Support

Salary Range:

$31.05-$35.99-Hourly

Scheduled Weekly Hours:

36.25

Anticipated Start Date:

November 10, 2025

Length of Contract:

4 Months

Posting Information

This job posting is now accepting applications from all qualified individuals.

Posting Closing Date:

November 6, 2025

Please note: jobs are posted until 11:59 pm on the job closing date.

Job Description:

Under the administrative direction of the Chair of Allied Health, the incumbent is responsible for providing administrative support to the Chair and faculty in the department and serves as the primary contact for the Allied Health department both internally and externally. This includes responding to general student inquiries, liaising with the Registrars Office for scheduling, timetables and various related curricular requirements for program delivery.

The incumbent is responsible for the planning, coordination, and execution of all facets of course loading to ensure quality faculty and student timetables, the preparation, monitoring and analysis of full-time faculty standard workload forms (SWF’s), and ‘other than full-time’ (OTFT) workloads. In addition, they will coordinate the onboarding process for new faculty and support) staff as well as review part-time payroll. Acting as liaison, the incumbent will collaborate with the Chairs, Coordinators, Curriculum Office and the S.V.P. Academic Office to establish changes required for the Annual Curriculum Review process for multiple programs within the department.

Additionally, the incumbent provides general administrative support for Program Council and is the liaison for the external stakeholders for Program Advisory Committee (PAC) meetings, including preparing correspondence, meeting minutes and reports frequently of a confidential, strategic and/or specialized nature. The incumbent also supports the program accreditation process, and site visit. Organizing meetings, gathering current documents, researching, consulting, collating and populating details for the submission of critical program accreditation requirements. Liaises with clinical affiliates and outside agencies as required for Accreditation purposes.

Duties and Responsibilities

Payroll and Part-Time Position Administration

• Gathering required information relating to part-time staff requirements;

• Advising Chair and Coordinators of discrepancies in payroll information;

• Ensuring part-time Support and Administrative (Dentists) staff have appropriately assigned positions i.e. casual, temporary, RPT, etc

• In consultation with Chair and coordinators, collecting and organizing staffing and operational projections for budget purposes;

• Assisting in update of quarterly budget review in relation to select programs

• Discussing and resolving multiple issues such as: hours submitted in incorrect position, additional hours submitted in excess of those contracted, employee status with various college departments, verifying part-time status on HR system;

• Process Termination of employees via Workday with Chair’s approval;

• Processing part-time payroll by reviewing employee time entries and advising Chair of approval;

• Corresponding with new employees regarding onboarding and payroll setup;

• Problem solving onboarding and new position administration;

• Participating in meetings with Coordinators, Chair and Business Administrator in the planning process for the upcoming year, which includes enrolment projections, calculating part-time teaching costs and operating expense projection at cost centre level (program).

Coordinates and Executes Semester Course Loading

• Initiating the collection of all relevant data, analyzing and entering all details necessary for course loading timetable for all terms in the academic cycle; planning and implementing schedule for Chair and Coordinators based on Registrar’s Office information and other departmental deadlines, ensuring overall deadlines are met;

• Ensuring service course information is collected and distributed to other specific departments for courses needed within programs that are owned by another area

• Reviewing enrolment projections, program structures, department full-time faculty complement and programs of study;

• Gathering information pertaining to program, course and faculty constraints to ensure loading is accurate;

• Verifying group loading reports;

• Reviewing, verifying and revising draft timetables and exam schedules in consultation with the Chair, coordinators and scheduler;

• Preparing process map and inputting data on GeneSIS, course loading for multiple programs;

• Liaising with Registrar’s Office/Scheduling staff in program-specific matters such as course/group loading, timetabling conflicts and enrolment section maximums;

• Liaising with other college academic departments with regard to providing service courses for our students, ensuring that sufficient sections are scheduled and faculty assigned; scheduling room bookings for faculty and the Chair;

• Preparation and information gathering of OSAP program requirements for Financial Aid purposes.

• Collecting and Submitting Final Assessment requests in Genesis

• Coordinates text book and course material orders including troubleshooting missing adoption

Coordination of SWF activities

• Collecting and revising information submitted from Chair and Faculty prior to each term for the draft preparation of SWF’s for select ALLH programs, ensuring that the stipulations of the Collective Agreement are met;

• Preparing, revising and finalizing SWF’s based on course loading information; verifying SWF

• validation reports with Chair;

• Verifying SWF validation each term in relation to information collected from Human Resources, ensuring data is accurate for presentation to Chair and highlights overtime as applicable;

• Maintaining current staffing information to aid in the allocation of faculty assignments, taking into account the Faculty Collective Agreement, Human Resources policies and College Scheduling procedures.

• Verifying part-time faculty SWF information to ensure accuracy of part-time payroll assignments in Workday

Plans, coordinates and executes the annual curriculum review process for multiple programs by:

• Acting as the primary contact for the College Curriculum Administrator to ensure all timelines and guidelines are met

• Updating course narratives, creating new program/course numbers, and ensuring consistency in program structure;

• Meeting with coordinators and Chairs to gather information and implement changes;

• Providing Chair and program coordinators with impact analysis of curriculum changes for multiple years;

• Gathering and compiling data and preparing appropriate reports and procedures for such items as the College calendar and monographs;

• Reviewing the process at the conclusion of each major activity with the appropriate staff and faculty and reporting to the Chair, including recommendations for improvements for future semesters.

Primary Departmental Liaison/Resource with respect to:

• Assisting/advising faculty, the Registrar’s Office (Scheduling), Human Resources, S.V.P. Academic and other departments regarding concerns in the areas of timetables, workload, benefits, program narratives and program structure.;

• Providing information such as college policies and procedures, information from GeneSIS and Workday;

• Providing guidance to faculty regarding administrative requirements of the department and elsewhere in the College (e.g. curriculum and course loading requirements, professional development requests)

• Providing guidance to students on admission requirements, registration, and office policies.

• Collects and provides information to faculty, Financial Aid/Student Awards (Registrar’s Office), Dean’s Office and students regarding awards for the annual awards ceremony

• Assisting students with completing forms, applications and other documents

• Advising students of college procedures and deadlines.

• Forwarding and tracking exemption requests

• Collecting and forwarding information to student graduation status to the Registrar’s Office

• Updating and preparing annual ParaMed documents; liaisons with Health Services and external agency (ParaMed), Coordinators of accuracy of information for updating and organization of posting to website

• Prepares and forwards documents for student insurance coverage as required

• Organizes meetings and prepares confidential appeal hearing documentation. Liaises with appellant and committee members as required of same.

Required Qualifications

• Minimum three (3) year diploma/degree in Business Administration or equivalent;

• Minimum three (3) years of practical experience working with students and/or student registration,

• Experience working with a student information system in a post-secondary education environment,

• Expert level knowledge of curriculum delivery, student registration and program progression is required,

• Experience using Microsoft Excel at the intermediate level.

*This position is paid at Payband F

*Vacancy is for P22734

This position is eligible for hybrid work in conjunction with the College's Flexible Work Arrangement Policy. https://www.algonquincollege.com/policies/hr26/ (subject to change). 

Algonquin College values diversity and is an equal opportunity employer. We offer an inclusive work environment and encourage applications from all qualified individuals. If you require accommodation during the recruitment process please contact the Human Resources department at [email protected]. While we thank all those who apply, only those to be interviewed will be contacted.

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