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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Applicant Guidance & Information

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Disclaimer: As part of the application process at Queen's University, our recruitment system uses Artificial Intelligence (AI), as defined under the Ontario Employment Standards Act, to ask job-related questions and confirm eligibility for hire. All final hiring decisions are made using non-AI related processes.

Job Summary

A Brief Overview

Reporting to the Department Manager and working closely with the Chair of the Graduate Studies, the Graduate Program Assistant is responsible administering the department's graduate programs in accordance to the University's and School of Graduate Studies' policies and guidelines. As a key contact for prospective and current students, this role is instrumental in the effective operations and delivery of the graduate programs with the department. Duties include corresponding with prospective students, coordinating admissions processes, maintaining records and administering the daily operations of these programs. The incumbent also provides general administrative assistance to the Chair of the Graduate Studies.

This position acts as a resource person and first point of contact for students, staff, faculty, and the general public regarding admissions, registration, scholarships and awards, and graduate program policies and procedures. This position provides support for admissions and/or registration processes including confirming admissions documentation is received, and gathering, uploading, and reviewing the data for applications. This position provides academic advising support to students. This position also performs accounting and general bookkeeping activities including accounts payable, accounts receivable, expenses, award budgets.

Job Description

What you will do

• Acts as a resource person and first point of contact for students, staff, faculty, and the general public regarding admissions, status of applications, registration, scholarships and awards, degree lists, and graduate program policies and procedures.

• Provides support for admissions and/or registration processes including confirming admissions documentation is received, gathering, uploading, and reviewing the data for applications, entering data into databases, generating reports, preparing admission letters, course registration, and maintaining records.

• Provides academic advising support to students.

• Administers, organizes and/or schedules, assignments examinations and/or defenses.

• Provides administrative support to the department and/or unit, such as scheduling, meeting coordination, room bookings, and office supplies.

• Supports and tracks accounting and bookkeeping activities within the department, such as tracking budgets, reimbursements, honorariums, awards, accounts payable and receivable.

• Compiles and processes application packages for major external and internal scholarship competitions, fellowships, and financial awards.

• Reviews transcripts and calculates GPAs for admissions and awards.

• Makes decisions and determines appropriate action regarding academic dishonesty and/or attendance issues.

• Provides administrative support to the department and/or unit including reception, filing, and arranging couriers.

• Provides administrative support to committee(s) including scheduling meetings, preparing and distributing agendas, researching information, record and distribute meeting minutes, and following up on action items.

• Coordinates special events, orientations, workshops, course components information sessions, open houses, programs and/or meetings.

• Coordinates course components (intensive weeks on-campus, simulation-based instruction events, clinical rotations) and/or distance learning exams.

• Attends recruitment events and activities.

• Provides updates to the calendar to support timetabling.

• Other duties as required in support of the department and/or unit.

Required Education

• Three-year Community College Diploma or Three-Year Bachelor Degree, or equivalent.

Required Experience

• More than 2 years and up to and including 3 years of experience.
• Experience working at a post-secondary education institution considered an asset.

• Experience advising students considered an asset.

• Experience planning, coordinating and/or managing events or promotions considered an asset.

• Experience in Enterprise Resource Planning (ERP) Systems Administration considered an asset (e.g., Oracle-PeopleSoft, etc.).

• Experience with providing administrative support considered an asset (e.g., document editing, proofing, formatting and production, data entry, scheduling/coordinating meetings and/or travel arrangements, receiving/relaying messages, etc.).

Consideration may be given to an equivalent combination of education and experience.

Job Knowledge and Requirements

• Knowledge and insight of practical methods, techniques, and work processes that is typically acquired through a combination of technical training and/or substantial work experience.
• Provide information to others that requires technical or administrative explanation or interpretation.

• Attempts to resolve a difficult or challenging interpersonal situation or, overcome resistance to gain cooperation.

• Adapt messages to meet the needs of the intended audience.

• Manage own work and may train and review the work of casual employees, work study students, and/or volunteers, to see commitments through to completion.

• Participate in project team meetings and is involved in developing individual and team project plans.
• Identify new problems and seeks information and input to fully understand the cause.

• Identify opportunities to improve the effectiveness and efficiency of work processes.

• Break down concrete issues into parts and synthesizes information succinctly.

• Respect diversity and promotes inclusion in the workplace.

• Awareness of relevant legislation, including Employment Equity, Human Rights legislation, Treaties, sexual violence legislation and the Accessibility for Ontarians with Disabilities Act and its regulations.

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.