Graduate Coordinator
4 days ago
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.
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Job Summary
A Brief Overview
Reporting to the Director, Graduate Program Administration, the Graduate Program Coordinator is responsible for providing academic advising, regulations, policies and career advising for students in graduate programs and alumni.
The Graduate Program Coordinator is required to maintain an excellent working knowledge of admission, registration, program policies, School of Graduate Studies regulations and clearly communicate these requirements with various stakeholders. The Graduate Coordinator must maintain an updated knowledge of departments at Queen's and outside agencies such as the Ontario Ministry of Education, the Ontario College of Teachers (OCT) and the Teacher Qualification Service (TQS).
The Graduate Program Coordinator provides individual and ongoing support, academic advice, and assistance to students in achieving their academic objectives. This position is responsible for ensuring the timely and professional provision of academic advising services and works closely with key stakeholders to facilitate communication. The Graduate Program Coordinator works closely with key stakeholders [e.g., the Associate Dean, the Director, instructors and administrators in the Departments, the School of Graduate Studies, to coordinate and facilitate academic consideration requests for students facing extenuating circumstances, and liaises with Student Wellness Services and the Chaplain's Office as required to ensure the timely and professional provision of student support services.
The Graduate Program Coordinator delivers programs and services to assist graduate students and alumni (clients) in managing their careers now and into the future. Services include resume and cover letter writing support, interview preparation, liaising with Canadian and International employers, on-campus, and virtual recruiting events, and providing information on employment opportunities in education and related careers.
The Graduate Program Coordinator is responsible for establishing and maintaining strong professional relationships with students from registration through to graduation and will act as their primary point of contact for all student service matters.
This position is the first point of contact on academic support matters within the department for students, prospective students, faculty and staff. This position advises students on academic program planning, course selection, program completion requirements, faculty regulation and policies and procedures. The position also provides program administrative support in areas such as recruitment planning and events, admissions, academic calendars, class lists, convocation and graduation.
**Job Description**:
What you will do
Promotes the program to prospective students by attending events, and organizing and tracking other program recruitment activities.
Serves as the first point of contact for students, and/or faculty, departments, prospective students, parents of students, external and internal contacts regarding programs.
Advises students on academic program planning, course selection, registration, and program completion requirements.
Determines individual student eligibility for awards and/or scholarships.
Collects and submits timetabling information.
Oversees administrative process for appeals, granting routine requests and preparing information for complex cases for review.
Coordinates exams, including room bookings (thesis defences, midterms, oral exams etc.).
Prepares and deliveries surveys, including course evaluations.
Ensures accurate recordkeeping of all student activities with the program.
Reviews transcript information for international or external applicants.
Provides administrative support to department including, maintaining files and student records, scheduling meetings and appointments, travel and accommodation booking, RTP (renewal, tenure and promotion) process, preparing agendas, course preparation, archiving, security and access tracking, maintaining security and access protocols, supply and merchandise inventory.
Collects data and prepares statistical reports, identifying trends and potential issues.
Maintains accurate financial records including, including accounts payable, journal entries, monthly reconciliations, payroll processing, monitoring endowment accounts etc.
Recommends revisions and/or maintains policies, procedures and/or handbooks.
Other duties as required in support of the department and/or unit.
Required Education
Four-Year Bachelor Degree or equivalent.
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