Multi-session Program Administrator
2 weeks ago
Multi-Session Program Administrator
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
Reporting to the Associate Dean of Teacher Education, the Multi-Session Program Administrator supports the implementation, ongoing development and administration of policies, procedures and practices related to Multi-Session BEd/DipEd programs in the Faculty of Education. A key component of this role is to support multiple programs that are delivered across the province to ensure consistency in program delivery, administration, and planning. The incumbent supports the Multi-Session Administrative Management team responsible for Technological Education, Indigenous Teacher Education, and Primary Junior French Second Language Multi-Session programs. The incumbent also supports the Director, IT and Facilities, on needs of the program in areas such as jot forms, salesforce, OnQ and links.
The incumbent supports the Director, Student Services on recruitment, admissions and timetabling. They also support the Executive Director, Finance and Administration who is responsible for financial planning and financial account management. The incumbent supports the Executive Director, Academic Operations and Communication who is responsible for the development, submission and reporting of grants. Some evening or weekend work will be required.
**Job Description**:
**KEY RESPONSIBILITIES**:
- In consultation with the Associate Dean, Teacher Education, assists with the development and implementation of short and long-term strategic plans for the operations of the programs and policies for Multi-Session programs.
- Assists with the operation of the Multi-Session Programs through assessment, development and/or modification of policies and procedures to streamline processes; this involves planning, coordinating, and monitoring all aspects of operations and progress in order to increase efficiency and effectiveness, identify and recommend improvements, and assist with the implementation of approved changes that correspond to the vision and direction of the Faculty. Ensures that best practices are documented.
- Maintains a current knowledge and comprehensive understanding of university policies, procedures and practices and ensure adherence to all FIPPA rules and regulations, effectively communicating these to students, faculty, staff, and other members of the university community as appropriate. Make referrals to other units as appropriate (e.g. Associate Dean, Office of the University Registrar, etc.).
- Serves as the Multi-Session contact and liaison, demonstrating broad knowledge of the different operations, policies, and procedures of the university. Interact with administrators, managers, equity officers, and financial and HR personnel.
- Supports the Multi-Session Management Administrative team to collect the faculty liaison reports, completes the faculty liaison compensation form, and submits the form to the Dean’s Office.
- Works with Marketing and Communication to support the Multi-Session Administrative Management team on marketing activities to ensure service standards are met and ensure clarity and consistency across all Multi-Session programs.
- Maintains, assists with the growth and development of the digital Multi-Session Hub.
- Supports the Director, Student Services on timetabling across all Multi-Session programs and distributes timetable to key players.
- Supports the onboarding process and advises potential and current applicants on admission requirements, including admissions policies, procedures, and regulations.
- Supports communication with applicants and prospective applicants by appointment, through written correspondence, participation in recruiting events and by supporting information webinars.
- Supports the data requirement and budget needs of the Multi-Session programs by creating appropriate queries and utilizing the resulting data to produce spreadsheets and reports for presentation and reporting to management and funders.
- Supports the development of business plans and budgets in collaboration with the Faculty of Education Finance office.
- Monitors resource allocation and program accounts; reviews expenditures in advance of being sent for approval in the Faculty of Education Finance Office.
- Reviews financial records and analyzes data to prepare financial forecasting for proposal budgets.
- Supports the Executive Director, Academic, Operations and Communication by providing program data for new grant funding opportunities. Collates and analyzes data on grant funding for internal and external reporting. Support
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