Departmental and Academic Administrator

Job Responsibility:

About Queen's University

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 Administrative Manager, the Departmental and Academic Administrator will provide high-level, service-oriented, and highly organized administrative support to the academic mission of the Department of Pathology and Molecular Medicine. The role involves assisting in the daily operations of the department and supporting the logistics of academic projects. The incumbent is expected to demonstrate initiative, make independent decisions, maintain confidentiality, and work collaboratively with faculty, staff, and students as needed. Under the guidance of the education leads, the incumbent will also play a key role in supporting the seamless administration of the Graduate program(s) and other educational initiatives as directed by the Administrative Manager. This position requires strong analytical and problem-solving skills, with the ability to identify process improvement opportunities to enhance efficiency and effectiveness. The incumbent will synthesize information and develop strategies to fulfill administrative tasks, while providing clear, thorough advice to students (both Graduate and Undergraduate) regarding their academic progress. Referring students to the appropriate university units (e.g., Graduate or Undergraduate Chair, Career Services, Student Wellness) will be an integral part of the role. Building strong relationships with students and departmental members is essential to this position.

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.

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.
• Acts as the first point of contact for the department and frontline resource and contact person for senior staff, responds to inquiries on behalf of senior staff, manages correspondence and calendars, and makes travel arrangements including for visitors and guest lecturers.
• Supports departmental communications including drafting letters, website copy, promotional materials, social media updates, and newsletters.
• Supports accommodation arrangements for students by arranging room booking, equipment setup, ordering, and distributing materials.
Provides administrative support to the department and/or unit including reception, filing, and arranging couriers.
• 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.
• Supports the administration of the teaching assistant, work study, and/or casual student hiring process.
• Generates accounting reports to support the operations.
Coordinates special events, orientations, workshops, course components information sessions, open houses, programs and/or meetings.
• Coordinates seminars, lectures, conferences, and special events hosted by the department and/or unit.
• Organizes and provides support for department events including, but not limited to, convocations, funding announcements, award announcements and retirements.
• Acts as the departmental timekeeper.
Provides updates to the calendar to support timetabling.
• 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.
• • in business administration preferred. or
  • in office administration preferred.

Required Experience

• More than 2 years and up to and including 3 years of experience.
• • Experience in financial services practices considered an asset (e.g., maintaining accounting records, etc.).
  • Experience in general financial control practices considered an asset (e.g., accounts payable, cost accounting, financial reporting, etc.).
  • Experience in writing, interviewing, reviewing, editing and/or proofreading internal and/or external communications and documents considered an asset (e.g., social media, policy manuals, newsletters, handbooks, legal documents, forms/templates, blogs, training/reference materials, technical documents, webinars, etc.).
  • Experience planning, coordinating and/or managing events or promotions considered an asset.
  • Experience with accounting practices considered an asset (e.g., general ledger, cash payments/collections, tax transactions, balance sheets, management reporting, cost accounting/budgeting and/or accounts payable/receivables, etc.).
  • 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.).
  • Experience working in a comparable client-focused environment considered an asset
  • Experience working at a post-secondary education institution considered an asset.
  • Experience advising students considered an asset.

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.

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 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 Voir email sur ca.edajobs.com.