Queen’s University Looking for Program Assistant at Kingston, ON Full Time

Queen’s 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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Job Summary

A Brief Overview

Reporting to the Director, Bachelor of Health Sciences, and receiving day-to-day direction from the Program Coordinator, the Undergraduate Program Assistant, Bachelor of Health Sciences (BHSc) acts an administrative assistant to the Director, Bachelor of Health Sciences and provides individual and ongoing support, academic advice and assistance to students in the Bachelor of Health Sciences Programs (both online and on campus) to assist them in achieving their academic objectives. The incumbent is responsible for following university, faculty and departmental policies/guidelines. The Program Assistant recommends and participates in implementing changes regarding departmental procedures pertaining to the BHSc programs. This position advises students 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, and degree lists. This position also supports recruiting initiatives including planning and attending recruiting events, arranging information sessions, and contacting and communicating with prospective candidates.

Job Description

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 complies 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, workshops, orientation and/or alumni events.

Updates course websites.

Conducts literature searches for the department and/or faculty.

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.

Experience with providing administrative support considered an asset (e.g., document editing, proofing, formatting and production, data entry, scheduling/coordinating meetings and/or travel arrangements, receiving/relaying messages, etc.). and

Experience working at a post-secondary education institution considered an asset. and 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.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen’s is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Aboriginal Peoples, persons with disabilities, and persons of any sexual orientation or gender identity. In accordance with Canadian Immigration requirements, priority will be given to Canadian citizens and permanent residents.

The University provides support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant’s accessibility needs. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at [email protected] .