Undergraduate Program and Administrative Assistant

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Job Summary
Reporting to the Department Manager, and receiving work direction from the Chair of Undergraduate Studies and Department Head, the Undergraduate Program and Administrative Assistant is responsible for the daily administration, operations and development of undergraduate programs in Gender Studies, including admissions, timetabling, registration, course enrolment, academic advisement in accordance with the regulations administered by the Faculty of Arts & Science, course evaluations, exams, academic and grade changes, graduation, awards, and record keeping. As the departmental resource person for the Undergraduate programs, this position provides administrative support to the Undergraduate Chair, and serves as program liaison with Department faculty/staff, including Black Studies Director and Program and Administrative Assistant, Black Studies, other academic units, Faculty of Arts and Science, the University Registrar's Office, the Unit Research Ethics Board and including serving on undergraduate related committees.

The Undergraduate Program and Administrative Assistant provides administrative support to the Chair of the Appointments and Renewal, Tenure and Promotion Committees, and Faculty Search Committees, and day to day administrative services in the Gender Studies Department. This includes providing financial and administrative support to the Department Manager on processing day-to-day financial transactions, monitoring accounts, reconciling monthly financial statements, processing TA/TF/RA and casual contracts, and assisting with research financial duties. The incumbent prepares reports, correspondence, schedules, coordinates meetings, supervises undergraduate work study students, and works closely with the Program and Administrative Assistant, Black Studies to prepare communications, develop content and maintain the program's website and social media accounts.
**Job Description**:
**KEY RESPONSIBILITIES**:
**Undergraduate Assistant**:

- In consultation with the Department Head and Department Manager and working closely with the Black Studies Program and Administrative Assistant and Graduate Assistant, act as timetable coordinator for the department and oversee the preparation of course offerings, negotiating space with the Timetabling Office for regularly scheduled courses and special events. Collect and provide data to Timetabling (e.g. instructor preferences, tier request, forced times for lectures, seminars and department meetings). Review draft timetable for scheduling conflicts and work with the Timetabling Office to resolve. Post approved timetable to the departmental website and forward to faculty, adjuncts, teaching fellows and staff. Ensure an up to date timetable for the department's programs is maintained.
- Coordinate and oversee all undergraduate degree plan and course registration processes; responsible for submission of all undergraduate curriculum and calendar revisions for all Gender Studies undergraduate programs to the Faculty of Arts and Science (new courses, revised course descriptions, deletion of information, changes to program requirements etc.), ensuring format and deadlines are adhered to. Acts as instructor, course, and TA evaluations coordinator, including the and Queen's Survey of Students' Experience of Teaching (QSSETS). Verify QSSET information and ensure deadlines set by the Registrar's Office are followed.
- Coordinate student requests for exceptions to undergraduate course or program requirements. Review and verify all student prerequisites and consult the Undergraduate Chair regarding any waivers.
- Administer all departmental awards, including the preparation of award lists, nomination packages and the distribution of letters to nominees and winners.
- Coordinate distribution of material from the exams office to all course instructors for all exams to ensure that deadlines set by the Exams office are met.
- Collect information for the Departmental self-study, cyclical program review, and other quality assurance processes.

**Departmental Administrative Support**:

- Support budgeting activities for the Department, including: cheque requisitions, purchases, deposits, reimbursements, special events and journal entries for the department. Reconciles accounts and maintains financial records, ensuring all transactions are compliant with University financial policies and procedures. Review and process professional and travel expense reimbursement claims for faculty and staff members in the department verifying the information