Program Assistant

3 days 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.
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Job Summary

A Brief Overview

Reporting to the Department Manager, the Program Assistant provides administrative support to the Undergraduate and Graduate Program Assistants on all matters relating to the academic programs including delivery and recruitment support. The Program Assistant will work with the administrative team to create and update content on departmental websites and social media outlets as well as provide day to day office support for the department.

This position acts as a first point of contact and answers, redirects, or escalates program administration questions from faculty, staff, parents and/or students. This position provides administrative support including scheduling, meeting coordination, preparing agendas, minutes, data entry, filing, reception, mail distribution, printing and distributing materials, updating directories and/or maintaining office supplies. This position generates a variety of program documents including reports, agendas, meeting minutes, letters of permissions and/or correspondence. This position also assists with planning program events.
**Job Description**:
What you will do
Acts as a first point of contact and answers, redirects, or escalates program administration questions from faculty, staff, parents and/or students.

Provides administrative support including scheduling, meeting coordination, preparing agendas, minutes, data entry, filing, reception, mail distribution, printing and distributing materials, updating directories and/or maintaining office supplies.

Generates a variety of program documents including reports, agendas, meeting minutes, letters of permissions and/or correspondence.

Supports the exam process through scheduling, arranging accommodations, securing and setting up rooms, providing supplies, using grading software, scheduling proctors and/or submitting final grades.

Records and follows-up on the collection and/or distribution of evaluations.

Assists with planning and/or executing of events including learning events, seminars, academic sessions, training sessions, conferences, video-conferencing rounds, orientations, parties, and/ or retreats.

Acts as the first point of contact for troubleshooting audio visual issues.

Maintains and updates department website and/or community website.
Administers and tracks key fobs.

Assists with internal and external program reviews for accreditation purposes.

Other duties as required in support of the department and/or unit. Required Education
Two-Year Community College Diploma. Required Experience
More than 1 year and up to and including 2 years of experience.
Experience in client and/or customer experience functions considered an asset. and

Experience working at a post-secondary education institution 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 work experience.
Provide information that requires technical or administrative explanation or interpretation.
Attempts to resolve a difficult or challenging interpersonal situation, or overcome resistance to gain cooperation, before referring to others.
Manage own work effectively and follows through on commitments, using the available resources.
May distribute work to deliver objectives on time and to the highest standard and help others access resources to support goal achievement.
Resolve recurring problems and situations using established procedure and guidelines.
Bring forward problems, obstacles or challenges to work completion in a timely manners so deadlines continue to be met.
Break down concrete issues into parts and selects best solution from clear alternatives and past practices.
Acknowledge and respect diverse cultural traditions and beliefs.
Question attitudes, comments and behaviours which are discriminatory and seeks out appropriate resources to remove these from the workplace.
Employment Equity and Accessibility Statement

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