Undergraduate Program and Events Assistant

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.

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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.

Reporting to the Department Head the Undergraduate Program and Events Assistant is responsible for the administration and operation of the Department of Philosophys Undergraduate program following university faculty and departmental policies/guidelines. This involves providing administrative support to the Undergraduate Chair advising students on various program issues responding to student inquires and making referrals to Student Counselling Career Services and Academic Advisors when appropriate; ensures that all students are provided resources to support their academic progress and enhance their student experience. The incumbent also plans and coordinates undergraduate and other academic and non-academic events within the department.

This position provides the daily administration and operational support to undergraduate program including timely and accurate timetabling and registration. This position is a key academic advisor to undergraduate students and ensures that students experiencing challenges have access to resources to support their academic progress. This position also provides overall administration of scholarships awards and special accolades.

What you will do
Provides daily administration and operation support to the undergraduate program.
Provides academic advising for undergraduate students.
Administers the registration process providing support and assistance with course substitutions pre-registration online registration over-riding prerequisites managing wait lists and reviewing late requests.
Provides data for timetabling activities including instructor preferences tier request lab times seminars departmental meetings feedback issues.
Manages files tracking student progress keeping accurate academic records maintaining class lists and historical records including registrations enrollments faculty teaching assignments exams etc.
Supports and tracks accounting and bookkeeping activities within the department including tracking budgets processing payroll reimbursements honorariums accounts payable and receivable.
Supports faculty with the creation and maintenance of online courses.
Identifies and prepares lists of eligible recipients for awards and scholarships and special accolades communicating as appropriate to awards committees and individuals.
Acts as the first point of contact including phone email and in-person inquiries.
Assists exchange and/or transfer students with paperwork documentation course selection and registration transfer credit eligibility. Maintains exchange information resources.
Assists and monitors data entry of grades.
Assists with undergraduate course selections updating academic calendars.
Completes degree audits and prepares and assesses eligible students to graduate and/or continue in the program. Notifies students who are not meeting the requirements.
Coordinates and facilitates logistics for events including booking space order catering advertising guest lists coordinating with guest speakers travel arrangements hotel reservations.
Creates marketing and promotional materials such as brochures and website content.
Other duties as required in support of the department and/or unit.
Distributes surveys and assessments including but not limited to Queens Survey of Students Experience of Teaching (QSSET) Teaching Assistant Assessments etc.
Prepares and submits all curriculum and calendar revisions.
Serves on and/or supports committees councils and boards related to undergraduate duties.
Updates websites internal notice boards directories and/or wikis departmental lists and social media channels.

Required Education
Three-year Community College Diploma or Three-Year Bachelor Degree or equivalent.
oin business administration preferred.

Required Experience
More than 2 years and up to and including 3 years of experience.
oExperience working at a post-secondary education institution considered an asset.

Required Licenses and Certifications
Satisfactory Criminal Records Check required.

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 cooperation.
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.

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 .