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Program Administrator

4 months 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.

Come work with us

**Job Summary**

**A Brief Overview**

Reporting to the Operations Manager, and receiving day-to-day direction from other staff within the Commerce Office, the Program Administrator is responsible for providing reception, administrative and operations support to the Commerce Program and the Certificate in Business (CIB).

Using programs such as PeopleSoft, Microsoft Office and room booking software, this position is a member of the Operations team responsible for offering a superior level of customer service and office efficiency. The operations team has two Program Administrators that work closely and interchangeably to provide such service.

This position provides the daily administration and operational support to undergraduate program including timely and accurate timetabling and registration. This position is a key academic advisor to undergraduate students, and ensures that students experiencing challenges have access to resources to support their academic progress. This position also provides overall administration of scholarships, awards and special accolades.

**What you will do**

Provides daily administration and operation support to the undergraduate program.

Provides academic advising for undergraduate students.Administers the registration process, providing support and assistance with course substitutions, pre-registration, online registration, over-riding prerequisites, managing wait lists and reviewing late requests.Provides data for timetabling activities, including instructor preferences, tier request, lab times, seminars, departmental meetings, feedback issues.Manages files, tracking student progress, keeping accurate academic records, maintaining class lists and historical records including registrations, enrollments, faculty teaching assignments, exams etc.Supports and tracks accounting and bookkeeping activities within the department, including tracking budgets, processing payroll, reimbursements, honorariums, accounts payable and receivable.Supports faculty with the creation and maintenance of online courses.
- Makes recommendations and/or drafts policies and procedures for the program. Assists and monitors data entry of grades.
- Assists with undergraduate course selections, updating academic calendars.
- Completes forms and/or drafts routine and official correspondence for students, faculty and department staff.
- Refers students to additional resources or sources (e.g., Career Services, Student Counselling). Schedules appointments and meetings, including room bookings.Tracks personal information, including student files (reference checks, personal interest credit information, circumstance and long-term illness forms), employee training files.
- Updates websites, internal notice boards, directories and/or wikis, departmental lists and social media channels.
- Participates in planning activities by investigating opportunities for new/revised community programs including conducting surveys, reviewing literature, and liaising with other programs to determine synergies.

**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 in client and/or customer experience functions considered an asset.
- 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, newsletters, handbooks, legal documents, forms/templates, blogs, training/reference materials, technical documents, webinars, etc.).
- 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 with software and web technologies considered an asset (e.g., ServiceNow, Customer Relationship Management (CRM), other software packaging, etc.).
- Experience working at a post-secondary education institution considered an asset.
- Experience working in a comparable client-focused environment considered an asset
- Experience advising students 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 su