Academic Programs Assistant

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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 Assistant Director, Academic Administration, Operations, and Initiatives, the Academic Programs Assistant provides administrative and operational support for all academic programs within the School of Rehabilitation Therapy (SRT).

SRT offers graduate-level programs across five key areas: Aging and Health, Occupational Therapy, Physical Therapy, Rehabilitation and Health Leadership, and Rehabilitation Science.

The Academic Programs Assistant supports a range of administrative and operational functions across these programs. As a key member of the team, the incumbent works collaboratively with faculty and staff to ensure the effective delivery and coordination of SRT's graduate programs.

This position provides administrative support to the department. This position schedules meetings, prepares and distributes agendas, takes minutes, and diarizes follow-up as needed. This position performs data entry to create and/or maintain a variety of databases, and prepares and generates reports. This position also assists with planning and coordinating various events.

Job Description

What you will do

• Performs general clerical activities including preparing correspondence, faxing/scanning, maintaining inventory, and ordering supplies.

• Schedules meetings, prepares and distributes agendas, takes minutes, and diarizes follow-up as needed.

• Perform data entry to create/maintain a variety of databases. Prepares and generates reports.

• Create and maintain filing/e-filling systems as required.

• Assists with planning and coordinating various events, and maintains a calendar for booking conference rooms and classrooms.

• Requests and maintains system for access to facilities.

• Performs general accounting activities including invoice generation, requisitions, expenses, collecting and processing cash and cheques, and reconciliations.

• Assists in the organization of staff timekeeping and vacation/time off requests.

• Provides administrative support for test and exam coordination.

• Liaises with facilities to resolve building-related issues.

• Assists with committee processes.

• Prepares acknowledgement and thank-you correspondence donors.

• Coordinates registration of the various training sessions and maintains the registration log and/or training records.

• Receives and processes injury reports to be submitted to Environmental Health and Safety.

• Updates the TV screen, website, and/or social media accounts.

• Maintains employment records and contracts for students.

• Processes new faculty and/or clinical supervisory appointments throughout the year.

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

Required Education

• Two-Year Community College Diploma.

Required Experience

• More than 1 year and up to and including 2 years of experience.

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 work experience.
• Provide information that requires technical or administrative explanation or interpretation.

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

• Manage own work effectively and follows through on commitments, using the available resources.

• May distribute work to deliver objectives on time and to the highest standard and help others access resources to support goal achievement.

• Resolve recurring problems and situations using established procedure and guidelines.

• Bring forward problems, obstacles or challenges to work completion in a timely manners so deadlines continue to be met.

• Break down concrete issues into parts and selects best solution from clear alternatives and past practices.

• Acknowledge and respect diverse cultural traditions and beliefs.

• Question attitudes, comments and behaviours which are discriminatory and seeks out appropriate resources to remove these from the workplace.

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.