Undergraduate Assistant

6 months ago

Kingston, Canada Queen's University Full time

**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.

Come work with us

**Job Summary**

**A Brief Overview**
Reporting to the Department Head and the Departmental Administrator, the Undergraduate Assistant is responsible for overseeing and performing daily operations and ongoing development of the Undergraduate Programs. As the departmental resource person for the Undergraduate programs, the incumbent interacts with the Undergraduate Chair, Department faculty/staff, other academic units, students, and the Faculty of Arts and Science. In addition, the incumbent will organize student recruitment at the Departmental level to increase the number of quality applicants to our undergraduate programs. The incumbent will also provide reception, secretarial and other administrative services in the departmental office.This position provides the daily administration and operational support to undergraduate program including timely and accurate timetabling and registration. This position is a key academic advisor to undergraduate students, and ensures that students experiencing challenges have access to resources to support their academic progress. This position also provides overall administration of scholarships, awards and special accolades.

**What you will do**

Provides daily administration and operation support to the undergraduate program.

Provides academic advising for undergraduate students.Administers the registration process, providing support and assistance with course substitutions, pre-registration, online registration, over-riding prerequisites, managing wait lists and reviewing late requests.Provides data for timetabling activities, including instructor preferences, tier request, lab times, seminars, departmental meetings, feedback issues.Manages files, tracking student progress, keeping accurate academic records, maintaining class lists and historical records including registrations, enrollments, faculty teaching assignments, exams etc.Supports and tracks accounting and bookkeeping activities within the department, including tracking budgets, processing payroll, reimbursements, honorariums, accounts payable and receivable.Supports faculty with the creation and maintenance of online courses.Identifies and prepares lists of eligible recipients for awards and scholarships and special accolades, communicating as appropriate to awards committees and individuals.
- 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.

**Required Licenses and Certifications** Satisfactory Criminal Records Check required.
- Vulnerable Sector Screening required.

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.
- 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

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