Position Title: Program Assistant
Department: Centre for Online Learning & Professional Studies
Position Type: Full-Time
Classification: NSGEU, Band 4
Hourly Range: $21.44-26.20 for 37.5 hours/week
Posting Date: November 3, 2026
Closing Date: November 13, 2026
Position Summary
The Centre for Online Learning & Professional Studies (StFX Online) is currently seeking a Program Assistant to aid with the delivery of various off-campus and online Education programs. The Program Assistant performs a full range of duties carried out in collaboration with key departments on campus including the Registrar’s Office, Admissions, Business Office, Conference Services, and the Tramble Centre for Accessible Learning, in the delivery of core programs and special projects including a range of degree and non-degree programs throughout the calendar year.
Reporting to the Manager, Projects & Education Programs, the Program Assistant works as part of a team of professionals to provide high-quality educational experiences. This position works with a variety of programs including the Certificate in Outdoor Education, Certificate in Elementary Mathematics Education, and the Off-Campus Bachelor of Education.
Key Responsibilities
- Prepare course registrations in collaboration with the Office of the Registrar, Student Accounts, and program leads, to ensure accurate registration and enrolment.
- Build courses and manage student registrations through Banner, the university’s Student Information System.
- Enter official transcript notes in Banner.
- Produce and assemble essential documentation for acceptance packages as well as generate package for program completion.
- Coordinate the admissions process for Education programs, managing applications, communications, and applicant records through Target X.
- Responsible for accounts payable and accounts receivable: issuing invoices and receipts, collecting tuition and fees for multiple programs and courses.
- Working with Accounts Receivable, track and invoice for outstanding revenue and fees and adjust as needed.
- Generate reports for program budgets, registration and attainment tracking, and various program statistics.
- Assist with the creation of contract letters and payroll requests for coordinators, professors and instructors in compliance with AUT Collective Agreement.
- Assist with team projects by tracking tasks and escalating issues to the Manager.
- Contribute to the documentation of tasks and processes and identify areas for improvement or efficiency.
- Identifying and booking locations for events and off-campus classes.
- Frontline support (using email and triaging requests via Helpdesk ticketing software) for prospective students, active students, and instructors.
Qualifications
- Post-secondary diploma in a related field and 3 to 5 years’ experience (or combination of skills and experience)
- Excellent organizational, interpersonal, communication and time management skills.
- The Program Assistant must have an understanding of online education and proficiency in the skills required to assist students in online education.
- Ability to collaborate with colleagues to support students and instructors across a variety of academic programs.
- Ability to handle a full range of inquiries with accuracy and professionalism.
- Knowledge of university policies and procedures.
- Proficiency in Microsoft 365 (SharePoint, Teams, Outlook, Word, Excel, PowerPoint, Planner, Forms, etc.)
- The technical skills to work effectively with university IT systems (UKG, TargetX, TeamDynamix, X-Reports, etc.)
- Strong problem-solving skills and the ability to complete multiple tasks in a timely and effective manner.
- Highly organized; able to produce high-quality work and meet deadlines under pressure.
- Ability to work independently while also collaborating effectively with faculty, staff, students, and external partners.
- Demonstrated commitment to providing exceptional customer service and contributing positively to a collaborative team environment.
To apply for this opportunity, click the "Apply Now" button and upload your cover letter, resume and references.
StFX is located in Mi’kma’ki, the ancestral and unceded territory of the Mi’kmaq People.
StFX is seeking candidates who are committed to contributing to our priorities of equity, diversity, and inclusion. A demonstrated ability in fostering a climate of inclusion and cultural safety is a strong asset. Preference will be given to applicants who bring lived experience of historically excluded groups.
We are also committed to the elimination of barriers to participation for persons with disabilities. Should you require an accommodation during the recruitment process, please contact Human Resources at hr@stfx.ca or 902-867-5038.
About St. Francis Xavier University
Established in 1853, St. Francis Xavier University (StFX) is consistently recognized as one of the best universities in Canada. StFX exceeds the needs of today’s undergraduates by providing the very best academic experience -- outstanding teaching, exceptional hands-on research opportunities, and global exchanges -- all within Canada’s most vibrant and inspiring residential campus. Here, the focus is on the academic and personal development of every student, making community and social engagement a large part of the learning experience. Our students are academically strong and highly engaged in every aspect of life, determined to make a positive impact on the world.
In 2026, Maclean's annual university rankings put StFX #1 for reputation across Canada in the primarily undergraduate category. For more, visit www.stfx.ca.
