Graduate Program Assistant

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.

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Job Summary

A Brief Overview

Reporting to the Programs Manager, the Graduate Program Assistant is responsible for the daily administration and operation for Graduate Programs within the School of Nursing. The incumbent acts as a departmental resource person for the Graduate Nursing Programs and Health Quality Programs, and is responsible for important customer / client service functions with program students and interested parties. The Graduate Program Assistant may also receive direction from the Graduate Program Coordinator, Associate Director (Graduate Programs) and the Vice-Dean (Health Sciences) and Director, School of Nursing. The Graduate Program Assistant supports Graduate Programs admissions by engaging with prospective applicants, responding to admissions inquiries, preparing admissions documents, preparing admissions management software (Salesforce) for each new admissions cycle, collaborating with Nursing IT support to ensure software is properly up to date before each admission period begins, and initiating admission files. The Graduate Program Assistant schedules meetings for prospective students and comprehensive exams. Collect data for program evaluation. Works collaboratively with Graduate Program Coordinator to ensure ongoing effective program delivery. Recommends and participates in the implementation of revisions to administrative procedures in Graduate programs.

This position acts as the first point of contact for students, staff, faculty, and the general public regarding admissions, status of applications, registration, degree lists, and graduate program policies and procedures. This position provides support for admissions and / or registration processes including confirming receipt of admissions documentation, gathering and uploading the application data into databases, and generating reports. This position also provides general administrative support including reception services, mail distribution, office supply inventory, and scheduling rooms

Job Description

What you will do

• Acts as the first point of contact for students, staff, faculty, and the general public regarding admissions, status of applications, registration, degree lists, and graduate program policies and procedures.
• Supports admissions and / or registration processes including confirming receipt of admissions documentation, gathering and uploading the application data into databases, and generating reports.
• Provides general administrative support including reception services, mail distribution, office supply inventory, scheduling rooms, filing, monitoring email accounts, confirming security clearances, and arranging for identification photos.
• Provides support in areas such as applications for accommodation, and coordinating thesis defenses and / or examinations.
• Maintains student files including grades, academic change forms, exams, thesis proposals and / or oral thesis defenses.
• Coordinates the promotion of awards including supporting the selection process, submitting payment request forms and / or issuing letters.
• Compiles and / or processes information for student awards scholarships and / or fellowship rankings.
• Administers experience and / or instructor evaluations of students and alumni.
• Acts as a first point of contact and provides administrative support to committee(s).
• Updates department websites.
• Supports program recruitment including attending conferences, preparing marketing materials, and updating program communications.
• Other duties as required in support of the department and / or unit.

Required Education

in business administration preferred.

Required Experience

Job Knowledge and Requirements

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.