Graduate Studies Assistant
5 months ago
Graduate Studies 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.
Come work with us
Job Summary
**A Brief Overview**
Reporting to the Department Manager, with day-to-day direction from the Graduate Studies Chair, the incumbent is responsible for the daily administration and operation of the graduate studies program and recommends and participates in implementing changes regarding departmental procedures pertaining to the program. The incumbent advises students on graduate program matters ensuring university policies, procedures and regulations are adhered to. The incumbent also administers and coordinates graduate admissions and scholarships and manages registration. The incumbent organizes graduate functions within the department, coordinates site visits and schedules comprehensive examinations. Responsibilities include program promotion, awards, funding, program planning and coordination, TA and GRF coordination/reconciliation. The incumbent is also responsible for providing administrative support to senior staff in the department. This position is visible and contributes to the overall effectiveness and reputation of the department. The incumbent works with the School of Graduate Studies and liaises closely with applicants, students, faculty, other departments at Queen's and the general public.
The incumbent functions with a high degree of autonomy, exceptional level of accuracy, good judgment, efficiency, and high degree of tact and discretion, while working in a fast-paced deadline driven environment. The Biology department is committed to Indigenization - Equity, Diversity, Inclusion, Anti-Racism and Accessibility (I-EDIAA) and cultivating an inclusive community; creating welcoming spaces for all students, faculty and staff to thrive.
**Job Description**:
**What you will do**
- Provides academic advising support to students.
- Administers, organizes and/or schedules, assignments examinations and/or defenses.
- Provides administrative support to the department and/or unit including scheduling, meeting coordination, room bookings, and office supplies.
- Supports and tracks accounting and bookkeeping activities within the department, including tracking budgets, reimbursements, honorariums, awards, accounts payable and receivable.
- Supports departmental communications including drafting letters, website copy, promotional materials, social media updates, and newsletters.
- Supports accommodation arrangements for students by arranging room booking, equipment setup, ordering, and distributing materials.
- Reviews transcripts and calculates GPAs for admissions and awards.
- Administers experience and/or instructor evaluations of students and alumni.
- Provides administrative support to committee(s) including scheduling meetings, preparing and distributing agendas, researching information, record and distribute meeting minutes, and following up on action items.
- Coordinates special events, orientations, workshops, course components information sessions, open houses, programs and/or meetings.
- Attends recruitment events and activities.
- Maintains and updates departmental websites.
- Provides updates to the calendar to support timetabling.
- 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.
- Experience advising students considered an asset. and
- Experience working at a post-secondary education institution considered an asset.
- Experience working in a comparable client-focused environment considered an asset
- Knowledge of relevant laws, regulations, policies, standards and/or guidelines considered an asset.
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 t
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