Department Administrator and Undergraduate Program

4 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 Chair and taking direction from the Chair of Undergraduate Studies, the Department Administrator and Undergraduate Program Coordinator is responsible for assisting in the ongoing development and the administration of the department's undergraduate programs (including the online program in Liberal Studies) as well as providing managerial support to the department's administrative, HR, and financial operations, annual academic planning, health and safety management, procurement, and communications. The incumbent interacts regularly with the Faculty of Arts and Science, the International Programs Office, the Human Rights & Equity Office, and the University Registrar's Office. The Department Administrator and Undergraduate Coordinator develops, recommends, reviews, interprets, communicates, and assesses policies and procedures and provides individual and ongoing support, academic advice and assistance to students in achieving their academic objectives. This position works with the undergraduate program team by overseeing daily administrative tasks related to undergraduate programs, including supervising student and casual support staff. The incumbent will manage communications with undergraduate students (e.g. newsletter, website, and social media) and recommend appropriate student support and recruitment plan for the Department of History. Additionally, the position supports the department's Equity, Diversity, Inclusion, and Indigeneity (EDII) Committee by promoting their initiatives and supporting their mission to make the Department of History an inclusive place for all members. This position also directs, allocates, and supervises the work of other staff.

The position develops, recommends, reviews, interprets, communicates, and assesses policies and procedures to ensure smooth functioning of the general administration of the department and the Undergraduate Program in the Department of History.
Analyzes, develops, recommends, and implements approaches, measures, and plans for the program.
Responsible for hiring and supervising casual and student employees, work/ study students and/or has responsibility for supervising one or two continuing/ term employees.
Planning and coordination of department-wide tasks, projects, special events, budget reports, budget projections and monitoring various HR and Financial functions in the department.

Reviews student requests for adding or dropping courses, overwriting pre-requisite, co-requisite requirements, class enrolments, etc.
Assist students with pre-registration and on-line registration and manage advanced course selection.

Work with the Department Chair to prepare the list of undergraduate course offerings each year.
Manage the department's timetabling process by collecting timetabling preferences and tier requests from faculty and instructors
Liaison with administrators in other departments to ensure cross appointed faculty receive a conflict free teaching schedule.
Manage timetabling constraints and ensure department meeting and seminar timeslot remains available to faculty
Responsible for planning and coordinating the booking of rooms for academic ad-hoc purposes, including additional class sessions and make-up exams.
Once timetable is released, works with each individual instructor/faculty member to request changes to draft timetable, including ensuring proper distribution of first-year seminar slots to offer students a breadth of scheduling options

Manage the department's social media accounts - Instagram, Twitter, etc.
Respond to comments and address questions on social media platforms.
Maintain the department website and develop content pertaining to the undergraduate program and departmental news in particular
Research, write and edit content and articles for various media as needed (websites, news stories, social media initiatives, videos, and brochures)

Advertise positions for Term Adjunct, Teaching Fellow, and Teaching Assistant appointments.
Order exam copies of books for instructors; update all directories (in hallways and on the front counter); update mailboxes; responsible for photocopier (codes/supplies); arrange courier packages.
Maintain security and access protocols for front office; manage space allocation, support building and facilities maintenance requests.
Serve as the primary liaison with the Information Technology Services (ITS) department. Complete all necessary training to fulfill IT Admin Rep responsibilities on an ongoing basis.

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