Graduate Program Assistant
Graduate Program Assistant
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Job Description
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 effective May 1 2022 but the University may reinstate them at any point.
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!
Job Summary
A Brief Overview
Reporting to the Department Manager the Graduate Program Assistant is responsible administering the departments graduate programs in accordance to the Universitys and School of Graduate Studies policies and guidelines. As a key contact for prospective and current students this role is instrumental in the effective operations and delivery of the graduate programs with the department. Duties include corresponding with prospective students coordinating admissions processes maintaining records and administering the daily operations of these programs. The Graduate Program Assistant supports the administration of the teaching assistant hiring process by preparing and distributing requests to faculty and graduate students and complies information to facilitate decision making for course allocations.
This position acts as a resource person and first point of contact for students staff faculty and the general public regarding admissions registration scholarships and awards and graduate program policies and procedures. This position provides support for admissions and/or registration processes including confirming admissions documentation is received and gathering uploading and reviewing the data for applications. This position provides academic advising support to students. This position also performs accounting and general bookkeeping activities including accounts payable accounts receivable expenses award budgets.
Job Description
What you will do
- 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.
- 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.
- Provides academic advising support to students.
- Administers organizes and/or schedules assignments examinations and/or defenses.
- Provides administrative support to the department and/or unit such as scheduling meeting coordination room bookings and office supplies.
- Supports and tracks accounting and bookkeeping activities within the department such as tracking budgets reimbursements honorariums awards accounts payable and receivable.
- Compiles and processes application packages for major external and internal scholarship competitions fellowships and financial awards.
- Reviews transcripts and calculates GPAs for admissions and awards.
- Makes decisions and determines appropriate action regarding academic dishonesty and/or attendance issues.
- Administers experience and/or instructor evaluations of students and alumni.
- 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.
- Attends recruitment events and activities.
- Provides updates to the calendar to support timetabling.
- Other duties as required in support of the department and/or unit.
- Three-year Community College Diploma or Three-Year Bachelor Degree or equivalent.
- 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 in Enterprise Resource Planning (ERP) Systems Administration considered an asset (e.g. Oracle-PeopleSoft etc.).
- Experience planning coordinating and/or managing events or promotions considered an asset.
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.
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 .
Employment Type
Temp
