Graduate Program Assistant
5 days ago
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
A Brief Overview
Reporting to the Department Manager, the Graduate Program Assistant provides administrative support on all matters relating to graduate programs including delivery and recruitment support. This position acts as a first point of contact and answers, redirects, or escalates program administration questions from faculty, staff, parents and/or students. This position will support the award distribution processes for the department. The Graduate Program Assistant will work with the administrative team to create and update content on departmental websites and social media outlets as well as provide administrative support to the Undergraduate Program Assistant and Program Coordinator as required. This position acts as the first point of contact for students, staff, faculty, and the general public regarding admissions, status of applications, registration, degree lists, and graduate program policies and procedures. This position provides support for admissions and/or registration processes including confirming receipt of admissions documentation, gathering and uploading the application data into databases, and generating reports. This position also provides general administrative support including reception services, mail distribution, office supply inventory, and scheduling rooms.
Job Description
What you will do
Acts as the first point of contact for students, staff, faculty, and the general public regarding admissions, status of applications, registration, degree lists, and graduate program policies and procedures.Supports admissions and/or registration processes including confirming receipt of admissions documentation, gathering and uploading the application data into databases, and generating reports.
Provides general administrative support including reception services, mail distribution, office supply inventory, scheduling rooms, filing, monitoring email accounts, confirming security clearances, and arranging for identification photos.
Provides support in areas such as applications for accommodation, and coordinating thesis defenses and/or examinations.
Maintains student files including grades, academic change forms, exams, thesis proposals and/or oral thesis defenses.
Coordinates the promotion of awards including supporting the selection process, submitting payment request forms and/or issuing letters.
Provides advice to students including career opportunities, awards and/or student services.
Compiles and/or processes information for student awards scholarships and/or fellowship rankings.
Administers experience and/or instructor evaluations of students and alumni.
Updates department websites.
Performs accounting and general bookkeeping activities including invoicing, accounts payable, accounts receivable, and expenses.
Supports program recruitment including attending conferences, preparing marketing materials, and updating program communications.
Other duties as required in support of the department and/or unit. Required Education Two-Year Community College Diploma. Required Experience More than 2 years and up to and including 3 years of experience. Experience working at a post-secondary education institution 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 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 manners 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.
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 applicants with disabilities, including accommodation that takes into account an applicant's accessibility needs.
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Graduate Program Assistant
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Kingston, Canada Queen's University Full timeA Brief Overview Reporting to the Department Manager, the Graduate Program Assistant provides administrative support on all matters relating to graduate programs including delivery and recruitment support. This position acts as a first point of contact and answers, redirects, or escalates program administration questions from faculty, staff, parents and/or...
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