Graduate Program Coordinator

COVID 19 On-Campus Requirements

Prior to May 1 2022 the University required all students faculty staff and visitors (including contractors) to declare their COVID-19 vaccination status and provide proof that they were fully vaccinated or had an approved accommodation to engage in in-person University activities. These requirements were suspended May 1 2022. However they remain in effect for students staff and faculty in workplaces including hospitals where patient care is provided and/or where the work duties or educational requirements of the position involve or support patient care.

About Queens University

Queens 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!

Applicant Guidance & Information

At Queens we are committed to helping people achieve their best. Whether you are beginning your career at Queens or seeking your next opportunity we are here to support you. Visit our Applicant Resources for guidance on applying showcasing your skills and experience and preparing for interviews.

Disclaimer: As part of the application process at Queens University our recruitment system uses Artificial Intelligence (AI) as defined under the Ontario Employment Standards Act to ask job-related questions and confirm eligibility for hire. All final hiring decisions are made using non-AI related processes.

Job Summary

Reporting to the Department Head the Senior Graduate Administrative Coordinator provides administrative and operational support for graduate education programs within the Department of Psychiatry at Queens University.

The role supports students faculty program directors and committees by coordinating graduate program activities budgeting and allocating program funds maintaining academic records assisting with admissions and registration processes organizing meetings and events and ensuring compliance with institutional policies and procedures.

Job Description

KEY RESPONSIBILITIES:

Coordinate day-to-day administrative operations of graduate programs postdoctoral and fellowships
Support graduate students throughout the academic lifecycle including admissions registration progression graduation and program completion
Maintain accurate student records databases and confidential files
Assist with scheduling courses examinations defenses and academic activities
Coordinate application and admissions processes for graduate programs
Communicate with prospective students regarding application requirements deadlines and program information
Prepare admissions documentation and support admissions committees
Assist with recruitment initiatives orientation activities and promotional events
Serve as primary point of contact for graduate students faculty and external stakeholders
Provide information regarding policies procedures scholarships funding opportunities and academic requirements
Assist students with administrative issues and referrals to appropriate services
Organize meetings for graduate committees thesis defenses and academic reviews
Prepare agendas meeting materials minutes and follow-up documentation
Coordinate faculty and student communications related to committee activities

Financial Support
Assist with budget tracking expense reconciliation and processing of payments or reimbursements
Coordinate teaching assistantship and stipend documentation where applicable
Support grant-related administrative activities and reporting requirements
Ensure purchasing procedures and grant guidelines are adhered to with respect to granting councils and research funds
Independently seeks and applies for grant funding from internal and external sources to support various programs within the department
Established effective cost recovery programs to ensure sustainable sources of funding
Policy Compliance and Reporting
Ensure compliance with institutional faculty and graduate studies regulations
Prepare statistical reports program data and accreditation-related documentation
Monitor deadlines and maintain records for audits and program reviews
Prepares all reports which includes but is not limited to strategic plans directions and priorities of the graduate program
Oversee the academic training programs (Graduate Program/Microcredentialing Program) which includes identifying need ensuring appropriate delivery and evaluation of these programs
Oversee best practices and ensure we are working collaboratively with Queens University and Health Sciences EDIIA policy and procedures and to promote a culture of inclusion
Oversee outreach programs with community resources
Coordinate development of publications and promotion materials for use in student recruitment fundraising and other initiatives as required
Oversee IT support to ensure Program website is kept accurate up-to-date and in keeping with current standards
Undertake other duties and special projects as assigned in support of the program

REQUIRED QUALIFICATIONS:
Three-year post-secondary program in relevant field.
Experience in academic administration higher education or office coordination preferred (minimum of five (5) years of experience overseeing the administrative operations within a similar environment
Experience working with graduate students or academic programs is an asset

SPECIAL SKILLS:
Respects diversity and promotes inclusion in the workplace.
Excellent interpersonal and communication skills (verbal and written) to interact with a diverse variety of people in many contexts including an ability to deal diplomatically with faculty staff and students. Ability to convey information in a clear and concise manner.
Proficient computer skills including use of a variety of software packages and institutional database systems
Excellent organizational and time management skills and the ability to work under pressure with frequent interruptions.
High degree of initiative to work without direct supervision to make independent decisions and to manage several projects with conflicting demands on ones time.
Discretion in dealing with confidential and sensitive information.
Analytical and problem-solving skills.
Knowledge of financial administration.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queens is strongly committed to employment equity diversity and inclusion in the workplace and encourages applications from Black racialized persons Indigenous people women persons with disabilities and 2SLGBTQI accordance with Canadian Immigration requirements priority will be given to those who are legally eligible to work in Canada.

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 .