Program Assistant

3 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


A Brief Overview
This position supports educational initiatives and clinical sessions, working within the Experiential Learning/Simulation Centre in Queen's Health Sciences. 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 provides administrative support including scheduling, meeting coordination, preparing agendas, minutes, data entry, filing, reception, mail distribution, printing and distributing materials, updating directories and/or maintaining office supplies. This position generates a variety of program documents including reports, agendas, meeting minutes, letters of permissions and/or correspondence. This position also assists with planning program events.
The schedule for this position requires the incumbent to work variable hours, including regular attendance at early morning meetings.

Job Description

What you will do

Acts as a first point of contact and answers, redirects, or escalates program administration questions from faculty, staff, parents and/or students.
Provides administrative support including scheduling, meeting coordination, preparing agendas, minutes, data entry, filing, reception, mail distribution, printing and distributing materials, updating directories and/or maintaining office supplies.
Generates a variety of program documents including reports, agendas, meeting minutes, letters of permissions and/or correspondence.
Supports the exam process through scheduling, arranging accommodations, securing and setting up rooms, providing supplies, using grading software, scheduling proctors and/or submitting final grades.
Records and follows-up on the collection and/or distribution of evaluations.
Assists with planning and/or executing of events including learning events, seminars, academic sessions, training sessions, conferences, video-conferencing rounds, orientations, parties, and/ or retreats.
Maintains and updates department website and/or community website. Prepares and inputs data for casual employee payroll.
Builds and maintains a reference library/database of course equivalencies at other institutions. Required Education Two-Year Community College Diploma. Required Experience More than 1 year and up to and including 2 years of experience. 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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