Internship Program Assistant

4 weeks 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.

We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.

Come work with us

Job Summary

Career Services supports students in building hope, confidence, skills, and connections toward successful futures by providing university-wide support for career development and the growth of experiential learning opportunities. Join the Queen's Undergraduate Internship Program (QUIP) to assist in organizing valuable experiential learning opportunities for undergraduate students through 12-16 month, full-time, paid internships. Reporting to the Manager, QUIP, the Internship Program Assistant contributes to the success of experiential learning programs coordinated by Career Services, with specific focus on QUIP. The incumbent will maintain service standards while prioritizing and responding to a large number of daily inquiries from students and employer partners while also completing weekly and monthly operational tasks. They will compile data and administer spreadsheets and databases and use tools such as MyCareer (CRM), Microsoft Excel, Outlook and Word.

This position acts as a contact for employment partnership opportunities and handles requests for general information about the programs that may include hiring Queen's students for summer, post-graduation and experiential learning opportunities. This position tracks, confirms, posts, and monitors internship job positions and/or employment and experiential learning positions in the system, and sends student applications to employers. This position may support marketing and communications activities to promote events by producing invitations and setting up event calendars and registration sites. This position also updates and maintains spreadsheets and/or databases containing program statistics.

What you will do
  • Acts as a contact for employment partnership opportunities or experiential learning opportunities and handles requests for general internship information, such as questions on tax credits, enrollment, international work permits, and OCASP risk assessments.
  • Tracks, confirms, posts, and monitors internship job positions in the system.
  • Sends student applications to employers, assists employers with the registration process, including identifying required information and documentation, schedules interviews, and provides confirmation details.
  • Validates and confirms contracts.
  • Updates and maintains spreadsheets and/or databases containing program statistics.
  • Provides administrative support to the department and/or unit, including scheduling meetings.
  • Assists with event coordination and promotion, career fairs, meetings and/or workshops.
  • 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.
Required Licenses and Certifications
  • Satisfactory Criminal Records Check required.
  • Vulnerable Sector Screening required.

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 manner 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.
Skills
  • Attention To Detail
  • Collaboration
  • Communications
  • Policy Interpretation
  • Time Management

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen’s is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Aboriginal Peoples, persons with disabilities, and persons of any sexual orientation or gender identity. In accordance with Canadian Immigration requirements, priority will be given to Canadian citizens and permanent residents.

The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code, including those with disabilities. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at hradmin@queensu.ca.

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