Graduate Program Assistant

at  Queens University

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!

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.
• Experience working at a post-secondary education institution considered an asset.
• Experience advising students considered an asset.
• Experience planning, coordinating and/or managing events or promotions considered an asset.
• Experience in Enterprise Resource Planning (ERP) Systems Administration considered an asset (e.g., Oracle-PeopleSoft, etc.).
• Experience with providing administrative support considered an asset (e.g., document editing, proofing, formatting and production, data entry, scheduling/coordinating meetings and/or travel arrangements, receiving/relaying messages, etc.)

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

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.
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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.
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Provides academic advising support to students.
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Administers, organizes and/or schedules, assignments examinations and/or defenses.
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Provides administrative support to the department and/or unit including scheduling, meeting coordination, room bookings, and office supplies.
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Supports and tracks accounting and bookkeeping activities within the department, including tracking budgets, reimbursements, honorariums, awards, accounts payable and receivable.
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Compiles and processes application packages for major external and internal scholarship competitions, fellowships, and financial awards.
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Supports departmental communications including drafting letters, website copy, promotional materials, social media updates, and newsletters.
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Supports accommodation arrangements for students by arranging room booking, equipment setup, ordering, and distributing materials.
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Reviews transcripts and calculates GPAs for admissions and awards.
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Makes decisions and determines appropriate action regarding academic dishonesty and/or attendance issues.
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Provides administrative support to the department and/or unit including reception, filing, and arranging couriers.
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- 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.
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Coordinates course components (intensive weeks on-campus, simulation-based instruction events, clinical rotations) and/or distance learning exams.
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- Attends recruitment events and activities.
Provides updates to the calendar to support timetabling.
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- 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.
• Experience working at a post-secondary education institution considered an asset.
• Experience advising students considered an asset.
• Experience planning, coordinating and/or managing events or promotions considered an asset.
• Experience in Enterprise Resource Planning (ERP) Systems Administration considered an asset (e.g., Oracle-PeopleSoft, etc.).
• Experience with providing administrative support considered an asset (e.g., document editing, proofing, formatting and production, data entry, scheduling/coordinating meetings and/or travel arrangements, receiving/relaying messages, etc.).

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.

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