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Graduate Program Assistant

3 months 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 acts as a resource person and first point of contact for students, staff, faculty, and the general public regarding admissions, registration, scholarships and awards, and graduate program policies and procedures. This position provides support for admissions and/or registration processes including confirming admissions documentation is received, and gathering, uploading, and reviewing the data for applications. This position provides academic advising support to students. This position also performs accounting and general bookkeeping activities including accounts payable, accounts receivable, expenses, award budgets.

Job Description

What you will do

Acts as a resource person and first point of contact for students, staff, faculty, and the general public regarding admissions, status of applications, registration, scholarships and awards, degree lists, and graduate program policies and procedures.
Provides support for admissions and/or registration processes including confirming admissions documentation is received, gathering, uploading, and reviewing the data for applications, entering data into databases, generating reports, preparing admission letters, course registration, and maintaining records.
Provides academic advising support to students.
Administers, organizes and/or schedules, assignments examinations and/or defenses.
Provides administrative support to the department and/or unit including scheduling, meeting coordination, room bookings, and office supplies.
Supports and tracks accounting and bookkeeping activities within the department, including tracking budgets, reimbursements, honorariums, awards, accounts payable and receivable.
Compiles and processes application packages for major external and internal scholarship competitions, fellowships, and financial awards.
Supports departmental communications including drafting letters, website copy, promotional materials, social media updates, and newsletters.
Supports accommodation arrangements for students by arranging room booking, equipment setup, ordering, and distributing materials. Reviews transcripts and calculates GPAs for admissions and awards.
Provides administrative support to the department and/or unit including reception, filing, and arranging couriers.
Provides administrative support to committee(s) including scheduling meetings, preparing and distributing agendas, researching information, record and distribute meeting minutes, and following up on action items.
Coordinates special events, orientations, workshops, course components information sessions, open houses, programs and/or meetings.
Attends recruitment events and activities.
Maintains and updates departmental websites.
Other duties as required in support of the department and/or unit. Required Education Three-year Community College Diploma or Three-Year Bachelor Degree, or equivalent. Required Experience More than 2 years and up to and including 3 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 substantial work experience. Provide information to others that requires technical or administrative explanation or interpretation.
Attempts to resolve a difficult or challenging interpersonal situation, or overcome resistance to gain.
Adapt messages to meet the needs of the intended audience. Manage own work and may train and review the work of casual employees, work study students, and/or volunteers, to see commitments through to completion.
Participate in project team meetings and is involved in developing individual and team project plans. Identify new problems and seeks information and input to fully understand the cause.
Identify opportunities to improve the effectiveness and efficiency of work processes.
Break down concrete issues into parts and synthesizes information succinctly. Respect diversity and promotes inclusion in the workplace.
Awareness of relevant legislation, including Employment Equity, Human Rights legislation, Treaties, sexual violence legislation and the Accessibility for Ontarians with Disabilities Act and its regulations.

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.