Graduate Program Assistant
1 day 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/Co-Directors (D/Co-Ds), and taking work direction from the Program Administrator (PA), the Graduate Program Assistant is responsible for the general administration and day-to-day operation of the Cultural Studies graduate program ('the Program'), and ensuring that University, School of Graduate Studies, and Program policies and procedures are followed. The Graduate Program Assistant supports student recruitment, timetabling, course enrolment, orientation, course evaluations, comprehensive and final oral exams, academic plan and grade changes, tracking student progression through the program, and assisting with graduation and convocation processes. The incumbent serves as the primary liaison for graduate students between the School of Graduate Studies, the Faculty of Arts and Science, the University Registrar's Office, and the Cultural Studies graduate program. This position provides a broad range of administrative support to the Program including maintaining Program website, co-ordinating and implementing events, and communicating changes regarding administrative procedures pertaining to Program operations.
**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.
Coordinate approval process for directed reading courses, independent research and/or off-campus study at other Canadian institutions.
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.
Issues keys and/or building fobs to students and faculty in the department.
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.
in business administration preferred. Required Experience
More than 2 years and up to and including 3 years of experience.
Experience with providing administrative support considered an asset (e.g., document editing, proofing, formatting and production, data entry, scheduling/coordinating meetings and/or travel arrangements, receiving/relaying messages, etc.).
Experience in writing, interviewing, reviewing, editing and/or proofreading internal and/or external communications and documents considered an asset (e.g., social media, policy manuals, newletters, handbooks, legal documents, forms/templates, blogs, training/reference materials, technical documents, webinars, etc.).
Knowledge of relevant laws, regulations, policies, standards and/or guidelines considered an asset.
Experience delivering career coaching and advising students considered an asset.
Experience working at a post-secondary education institution considered an asset.
Experience in planning and/or managing projects considered an asset.
Experience planning, coordinating and/or managing events or promotions considered an asset.
Experience working in a comparable client-focused environment considered an asset 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 wor
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