Program Coordinator II

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 effective May 1 2022 but the University may reinstate them at any point.

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!

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.

The Online Graduate Diploma Programs operate within a specialized academic and regulatory environment requiring enhanced coordination of instructor student and program administration activities. The position serves as a primary resource for instructors throughout the course lifecycle including onboarding contract administration course delivery support grading academic integrity and appeal-related processes while also supporting students and facilitating referrals to appropriate University services. The incumbent maintains the accuracy and integrity of academic and enrolment records and coordinates academic progression and program administration in accordance with established regulations policies procedures and program requirements. The position compiles analyzes and maintains student enrolment registration progression and retention data; supports reporting and operational planning using data tracking mechanism in excel and other M365 and other system; and coordinates the collection and verification of information to support program delivery and student success. Maintains tracking mechanisms and records to support the accuracy integrity confidentiality and accessibility of student information.

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.

What you will do
Advises students including registration course scheduling and/or changes room bookings grade calculation providing learning resources and course materials.
Provides administrative support including scheduling filing exam coordination office supplies course changes and degree lists.
Updates and maintains databases and analyzes and prepares reports.
Develops administers and compiles evaluations and/or surveys including distribution and collection.
Prepares a variety of communications including general correspondence marketing materials and presentations.
Supports recruiting initiatives including planning and attending recruiting events arranging information sessions and contacting and communicating with prospective candidates.
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.
Updates course websites.
Coordinates and schedules all clinical education sessions including academic sessions courses and examinations.
Coordinates timetabling of courses for non-central spaces.
Coordinates teaching assistant and teaching fellow appointments contracts training and orientation.
Coordinates accommodations and consideration requests.
Provides IT setup and basic troubleshooting support for classrooms and other spaces which are not supported centrally.
Administers human resources activities including appointments contracts renewal-tenure-promotion processes and other special projects.
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.
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.

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 .