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 both administrate Hub Managers, the Academic Program Coordinators (APC) are the first point of contact on academic support matters within the Faculty of Arts and Science Administrative Hub-1 for students, prospective students, faculty, and staff. The APC roles provide dedicated a centralized in person front line administrative support to our constitution 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 is the first point of contact on academic support matters within the department for students, prospective students, faculty and staff. This position advises students on academic program planning, course selection, program completion requirements, faculty regulation and policies and procedures. The position also provides program administrative support in areas such as recruitment planning and events, admissions, academic calendars, class lists, convocation and graduation.
The schedule for this position requires the incumbent to work evenings and weekends.
Job Description
What you will doPromotes the program to prospective students by attending events, and organizing and tracking other program recruitment activities.
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Serves as the first point of contact for students, and/or faculty, departments, prospective students, parents of students, external and internal contacts regarding programs.
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Advises students on academic program planning, course selection, registration, and program completion requirements.
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- Organizes and administers processes that relate to student progression such as processing applications, grade completion, eligibility to graduate, convocation etc.Participates in the development of co-curricular and/or experiential learning activities.
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- Ensures accurate recordkeeping of all student activities with the program.
Reviews transcript information for international or external applicants.
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- Provides administrative support to department including, maintaining files and student records, scheduling meetings and appointments, travel and accommodation booking, RTP (renewal, tenure and promotion) process, preparing agendas, course preparation, archiving, security and access tracking, maintaining security and access protocols, supply and merchandise inventory.
Collects data and prepares statistical reports, identifying trends and potential issues.
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- Provides guidance, work direction, support and training to volunteers, teaching assistants, casual support staff, proctors, and others.
Refers students to the appropriate services for assistance (e.g., Student Wellness Services, Career Services etc.)
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- Provides administrative, secretarial and/or procedural support for committee(s), including agenda preparation, scheduling meetings, minute taking, recording keeping, applicant review/assessment, interview scheduling, training, tracking of action items and deliverables.
Acts as a representative of the department and/or unit on committee(s).
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Writes and posts updates on a variety of platforms, including social media accounts, internal Wiki’s, networking platforms, webinars, etc.
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Maintains and updates departmental and/or unit website(s).
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Creates communication plan for department and/or unit.
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Develops a variety of orientation and/or promotional materials, assesses the effectiveness of materials.
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- Coordinates and organizes academic related events, including meetings, workshops, webinars, conferences, orientations, information and/or teaching sessions, and guest lectures.
Manages the administrative process for new hires, including advertising, screening and interviewing, contract drafting, liaising with internal HR.
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- Acts at the department timekeeper, tracking absences, vacation requests, leaves of absence etc.
- Maintains accurate financial records including, including accounts payable, journal entries, monthly reconciliations, payroll processing, monitoring endowment accounts etc.
Builds and maintains relationships with key stakeholders in other departments/units/industries.
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- Recommends revisions and/or maintains policies, procedures and/or handbooks.
- Coordinates international exchanges, work-study internships, field trips, and experiential learning including field schools.
- Coordinates accommodations and consideration requests.
- Coordinates teaching assistant and teaching fellow appointments, contracts, training, and orientation.
- Other duties as required in support of the department and/or unit.

Required Education

• Four-Year Bachelor Degree or equivalent.

Required Experience

• More than 3 years and up to and including 5 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 all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code, including those with disabilities. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at hradmin@queensu.ca.

SKILLS

• Attention To Detail
• Collaboration
• Communications
• Time Management

Please refer the Job description for details