Multi-Session Program Administrator

at  Queens University

ABOUT QUEEN’S UNIVERSITY

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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.
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JOB SUMMARY

Reporting to the Associate Dean of Teacher Education, the Multi-Session Program Administrator supports the implementation, ongoing development and administration of policies, procedures and practices related to Multi-Session BEd/DipEd programs in the Faculty of Education. A key component of this role is to support multiple programs that are delivered across the province to ensure consistency in program delivery, administration, and planning. The incumbent supports the Multi-Session Administrative Management team responsible for Technological Education, Indigenous Teacher Education, and Primary Junior French Second Language Multi-Session programs. The incumbent also supports the Director, IT and Facilities, on needs of the program in areas such as jot forms, salesforce, OnQ and links.
The incumbent supports the Director, Student Services on recruitment, admissions and timetabling. They also support the Executive Director, Finance and Administration who is responsible for financial planning and financial account management. The incumbent supports the Executive Director, Academic Operations and Communication who is responsible for the development, submission and reporting of grants. Some evening or weekend work will be required.

REQUIRED QUALIFICATIONS:

• University Degree or three-year secondary diploma in a related field with a minimum of 5 years of administrative experience, developing policies, with experience supporting students, staff and/or faculty on complex policies and procedures.
• Proven experience in developing, implementing, and maintaining complex processes.
• Promotes diversity and inclusion in the workplace.
• An understanding of the various student services available at the University is an asset.
• Understanding of the issues and concerns facing diverse students.
• Excellent organizational skills with demonstrated ability to prioritize multiple and potentially conflicting tasks and deadlines.
• Experience developing proposals, project plans, budgets and reports including measurement criteria.
• Previous work in a university or other academic environment is preferred.
• Consideration will be given to an equivalent combination of education and experience.

SPECIAL SKILLS:

• Interpersonal and communication skills (both verbal and written), including negotiation skills to deal with a wide variety of individuals in a professional manner and to provide clear and accurate information.
• Cultural proficiency to work well with, respond effectively to, and be supportive of, people in cross-cultural settings, demonstrating sensitivity and awareness.
• Ability to respond diplomatically and tactfully using intuitive judgement in challenging situations, and to interact professionally with others, both internal and external to the University.
• Strong writing skills
• Strong analytical and interpretive skills. Ability to perform accounting and financial management duties, including analysis and presentation of financial data.
• Strong time management and organizational skills with demonstrated ability to prioritize multiple and competing tasks with strong attention to detail.
• Strong skills in relationship building to build rapport, mutual trust, and confidence with others.
• Administrative skills, including a broad range of knowledge and aptitude for computer-based information systems and internet-based tools; familiarity with word-processing, spreadsheet, and database applications; meeting/booking software and apps; familiarity with PeopleSoft is an asset.
• Ability to listen, observe, evaluate, and respond in a helpful and appropriate manner while being non-judgmental and maintaining strict confidentiality.
• Demonstrated experience coordinating multiple, conflicting, priorities, in a very busy, service oriented administrative office, with minimal supervision, while meeting tight timelines.
• Demonstrated high levels of accuracy and attention to detail while editing and entering changes.
• Demonstrated strong interpersonal and communication skills with the ability to answer questions accurately and explain complex procedures to a range of key players.
• Demonstrated ability to work as part of a team.
• Excellent analytical and problem-solving skills for effective troubleshooting and problem solving.
• Creative and willing to develop and implement new ideas and innovative approaches to set and meet objectives.
• Excellent organizational skills with demonstrated ability to prioritize multiple and potentially conflicting tasks and deadlines.
• Ability to develop and implement business strategies that are targeted and measurable, evaluate their effectiveness and recommend and implement changes.
• Ability to work effectively with internal and external key players at all organizational levels.
• Experience with software packages/applications (e.g., PeopleSoft, Microsoft Office Suite).
• This position requires sound judgment and a high level of discretion when dealing with sensitive issues.

• In consultation with the Associate Dean, Teacher Education, assists with the development and implementation of short and long-term strategic plans for the operations of the programs and policies for Multi-Session programs.
• Assists with the operation of the Multi-Session Programs through assessment, development and/or modification of policies and procedures to streamline processes; this involves planning, coordinating, and monitoring all aspects of operations and progress in order to increase efficiency and effectiveness, identify and recommend improvements, and assist with the implementation of approved changes that correspond to the vision and direction of the Faculty. Ensures that best practices are documented.
• Maintains a current knowledge and comprehensive understanding of university policies, procedures and practices and ensure adherence to all FIPPA rules and regulations, effectively communicating these to students, faculty, staff, and other members of the university community as appropriate. Make referrals to other units as appropriate (e.g. Associate Dean, Office of the University Registrar, etc.).
• Serves as the Multi-Session contact and liaison, demonstrating broad knowledge of the different operations, policies, and procedures of the university. Interact with administrators, managers, equity officers, and financial and HR personnel.
• Supports the Multi-Session Management Administrative team to collect the faculty liaison reports, completes the faculty liaison compensation form, and submits the form to the Dean’s Office.
• Works with Marketing and Communication to support the Multi-Session Administrative Management team on marketing activities to ensure service standards are met and ensure clarity and consistency across all Multi-Session programs.
• Maintains, assists with the growth and development of the digital Multi-Session Hub.
• Supports the Director, Student Services on timetabling across all Multi-Session programs and distributes timetable to key players.
• Supports the onboarding process and advises potential and current applicants on admission requirements, including admissions policies, procedures, and regulations.
• Supports communication with applicants and prospective applicants by appointment, through written correspondence, participation in recruiting events and by supporting information webinars.
• Provides administrative support to candidates and collaborates with Ontario College of Teachers relating to Multi-session Transitional Certificate of Qualifications Registration.
• Supports the data requirement and budget needs of the Multi-Session programs by creating appropriate queries and utilizing the resulting data to produce spreadsheets and reports for presentation and reporting to management and funders.
• Supports the development of business plans and budgets in collaboration with the Faculty of Education Finance office.
• Monitors resource allocation and program accounts; reviews expenditures in advance of being sent for approval in the Faculty of Education Finance Office.
• Reviews financial records and analyzes data to prepare financial forecasting for proposal budgets.
• Supports the Executive Director, Academic, Operations and Communication by providing program data for new grant funding opportunities. Collates and analyzes data on grant funding for internal and external reporting. Supports grant /contract proposals submission.
• Other duties as assigned