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.

Come work with us!

Applicant Guidance & Information

At Queen's, we are committed to helping people achieve their best. Whether you are beginning your career at Queen's or seeking your next opportunity, we are here to support you. Visit our Applicant Resources for guidance on applying, showcasing your skills and experience, and preparing for interviews.

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

Queen's Health Sciences Experiential Learning Centre is a state of the art educational facility that supports hands on, simulation based learning for students and professionals across Queen's Health Sciences and its community partners and clients, . The Centre provides a collaborative, interprofessional environment that enhances clinical skills, teamwork, and patient centered practice through innovative teaching methods, advanced simulation technologies, and experiential programming. In support of these activities, the Program Assistant plays a key role in the effective delivery of front line client centered support towards the administration of the Centre's services and initiatives.

This position acts as a first point of contact and answers, redirects, or escalates program administration questions from faculty, staff, parents and/or students. This position provides administrative support including scheduling, meeting coordination, preparing agendas, minutes, data entry, filing, reception, mail distribution, printing and distributing materials, updating directories and/or maintaining office supplies. This position generates a variety of program documents including reports, agendas, meeting minutes, letters of permissions and/or correspondence. This position also assists with planning program events.

The schedule for this position requires the incumbent to work variable hours, including regular attendance at early morning meetings.

Job Description

What you will do

• Acts as a first point of contact and answers, redirects, or escalates program administration questions from faculty, staff, parents and/or students.
• Provides administrative support including scheduling, meeting coordination, preparing agendas, minutes, data entry, filing, reception, mail distribution, printing and distributing materials, updating directories and/or maintaining office supplies.
• Generates a variety of program documents including reports, agendas, meeting minutes, letters of permissions and/or correspondence.
• Supports the exam process through scheduling, arranging accommodations, securing and setting up rooms, providing supplies, using grading software, scheduling proctors and/or submitting final grades.
• Records and follows-up on the collection and/or distribution of evaluations.
• Assists with planning and/or executing of events including learning events, seminars, academic sessions, training sessions, conferences, video-conferencing rounds, orientations, parties, and/ or retreats.
• Maintains and updates department website and/or community website.
• Prepares and inputs data for casual employee payroll.
• Performs accounting and bookkeeping activities including invoicing, expenses, accounts payable, deposits, accounts receivable, and reconciliations.
• Acts as the first point of contact for troubleshooting audio visual issues.
• 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.