Academic Operations Coordinator

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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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 Academic Operations Manager, the Academic Operations Coordinator supports the effective delivery of undergraduate engineering education by coordinating academic, administrative, and operational processes for courses and programs across Smith Engineering. The role ensures a high-quality student and instructor experience through the management of course administration, scheduling, enrollment, records, and academic operations while serving as a key liaison among students, faculty, departments, and university partners.

This position serves as the primary contact for academic timetabling, coordinating timetable development, course scheduling, enrollment management, and resolving scheduling conflicts in collaboration with faculty, departmental staff, and central university offices. This position supports academic administration by maintaining student and curriculum data, processing program and enrollment changes, collecting and recording grades, and assisting with course equivalency assessments. This position also coordinates curriculum updates and maintains the academic calendar, ensuring that program information, regulations, policies, and academic records remain accurate and up to date.

Job Description

What you will do

• Acts as the primary contact for timetabling.

• Coordinates the process for timetable preparation, submission, and verification by establishing academic blocks, data for courses, groupings of electives, and maximum enrollments.

• Collaborates with departmental administrators, faculty members, and central university offices to support scheduling initiatives and resolve timetable conflicts.

• Provides reporting data for timetabling activities, including enrollment and feedback issues.

• Processes program plan changes, block enrollment and pre-request change entry.

• Coordinates curriculum updates including, collecting, reviewing and tracking curriculum proposals to ensure completeness.

• Maintains and updates the academic calendar including revisions to curriculum and program information, academic regulations, sessional dates, academic staff listings, admission and awards regulations, applicable policies, and student support services information.

• Collects, records and enters grades.

• Maintains and updates the student information database to reflect revisions to course titles, course descriptions, course notes and learning hours.

• Assists with routine course equivalency assessments.

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

Required Education

• Two-Year Community College Diploma.

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 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.