Graduate Programs and Events 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.

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

Reporting to the Department Chair and working under the direction of the Chair of Graduate Studies, the Graduate Programs and Events Coordinator oversees the day-to-day administration of the Department of History's graduate programs and coordinates departmental events and activities.
This position acts as resource person regarding admissions, applications, registration, degree lists, and graduate program policies and procedures. This position provides support to the awards process including assisting students with scholarship preparation, compiling application packages, and allocating scholarships, fellowships and awards. This position also provides academic advising support to students.

Job Description

What you will do
• Acts as a resource person regarding admissions, applications, registration, degree lists, and graduate program policies and procedures.
• Coordinates the awards process including assisting students with scholarship application preparation, compiling and reviewing application packages, and allocating scholarships, fellowships and awards.
• Monitors student academic progression including maintaining student files, grade administration and/or transcripts.
• Provides academic advising support to students.
• Provides academic administrative support for assignments, exams and/or defenses, including scheduling, uploading exams, troubleshooting technical problems, accommodations, completion rates, and deferred exams.
• Compiles and processes application packages for major external and internal scholarship competitions, fellowships, and financial awards.
• Coordinates academic audits.
• Performs accounting and general bookkeeping activities including accounts payable, accounts receivable, expenses, and award distribution and budgeting.
• Prepares statistical information and reports to identify trends, opportunities and/or potential issues.
• Prepares and distributes promotional materials and assists with recruitment efforts.
• 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.
Consideration may be given to an equivalent combination of education and experience.

Job Knowledge and Requirements
• Practical and applied knowledge of specialized methods and processes that are typically acquired through a combination of technical or academic qualification and/or work experience.
• Provide consultation and advice on non-straightforward and/or complex issues.
• Interaction with others typically requires interpersonal skills and the ability to understand and influence.
• Adapt messages to meet the needs of the intended audience.
• Build relationships, trust and credibility.
• 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.
• Contribute to setting work priorities and direction, supporting the team in achieving goals and objectives.
• Participate in project team meetings and develop individual project plans.
• Lead procedural or technological change within a unit.
• Identify new problems and seek information and input to fully understand the cause of problems.
• Identify opportunities to improve the effectiveness and efficiency of work processes.
• Draw logical conclusions and provides opinions and recommendations.
• Research equity, diversity, accessibility and inclusion resources and best practices relevant to the job and unit operations in order to inform evidence-based planning.
• Commitment to principles of equity, diversity, accessibility, inclusion, Indigenization and human rights for equity deserving groups.

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.