Academic Programs Coordinator

at  Queens University

Academic Programs Coordinator
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 one Administrative Hub Manager and taking direction from the other Administrative Hub Manager, the Academic Program Coordinator (APC) are the first point of contact on academic support matters within the Hub for students, prospective students, faculty and staff. The APC roles provide dedicated and centralized in person front line administrative support (reception and other services) to our constituent academic departments: Geography and Planning, Global Development Studies, Policy Studies, Political Studies, and Sociology. As a unified administrative hub, we aim to foster greater collaboration, streamline our administrative processes, and enhance our overall efficiency and effectiveness.
This position requires the incumbent to work the occasional evening or weekend.
This position advises students and serves as the primary contact person by providing resources and/or advice on program details including program registration, course scheduling and/or changes, room bookings, grade calculation, providing learning resources, and course materials. This position provides administrative support including scheduling, filing, exam coordination, office supplies, course changes, degree lists, preparing agendas and/or meeting minutes. This position also supports initiatives including planning and attending recruiting and other events, arranging information sessions, and contacting and communicating with prospective candidates.
Job Description
What you will doAdvises students including registration, course scheduling and/or changes, room bookings, grade calculation, providing learning resources, and course materials.
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Provides administrative support including scheduling, filing, exam coordination, office supplies, course changes, and degree lists.
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Updates and maintains databases, and analyzes and prepares reports.
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Develops, administers and compiles evaluations and/or surveys including distribution and collection.
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Prepares a variety of communications including general correspondence, marketing materials, and presentations.
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Supports recruiting initiatives including planning and attending recruiting events, arranging information sessions, and contacting and communicating with prospective candidates.
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Coordinates and oversees the execution and/or logistics of other events including information sessions, industry nights, career days, workshops, named lectures and speaker series, orientations and/or alumni events.
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- Updates course websites.
- Coordinates international exchanges, work-study internships, field trips, and experiential learning including field schools.
- Coordinates timetabling of courses for non-central spaces.
- Provides IT setup and basic troubleshooting support for classrooms and other spaces which are not supported centrally.
- Coordinates and administers building access control (e.g., keys/fobs).
- Administers human resources activities including, appointments, contracts, renewal-tenure-promotion processes, and other special projects.
- Provides financial support including TCard and Pcard reconciliation.
- Coordinates program logistics including workflow, scheduling, communications, and room bookings.
- Performs accounting and bookkeeping activities including assisting with budgets, funding tables, contracts, timekeeping and payroll, reconciliations, and reports.
- Assists with drafting and editing communications including graduate handbooks, career maps, and marketing materials.
- 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

• Practical and applied knowledge of specialized methods and processes that are typically acquired through a combination of technical or academic qualification and/or work experience.
• Provide consultation and advice on non-straightforward and/or complex issues.
• Interaction with others typically requires interpersonal skills and the ability to understand and influence.
• Adapt messages to meet the needs of the intended audience.
• Build relationships, trust and credibility.
• 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.
• Contribute to setting work priorities and direction, supporting the team in achieving goals and objectives.
• Participate in project team meetings and develop individual project plans.
• Lead procedural or technological change within a unit.
• Identify new problems and seek information and input to fully understand the cause of problems.
• Identify opportunities to improve the effectiveness and efficiency of work processes.
• Draw logical conclusions and provides opinions and recommendations.
• Research equity, diversity, accessibility and inclusion resources and best practices relevant to the job and unit operations in order to inform evidence-based planning.
• Commitment to principles of equity, diversity, accessibility, inclusion, Indigenization and human rights for equity deserving groups.

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. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at hradmin@queensu.ca.

SKILLS

• Academic Policies
• Advising Students
• Attention To Detail
• Collaboration

Please refer the Job description for details