Academic Programs Coordinator

Academic Programs Coordinator

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.

Come work with us!

Job Summary
The Academic Program Coordinator (APC) is the first point of contact for academic and administrative support matters within Hub 1 for students, faculty, and staff. The APC provides dedicated, centralized, front-line administrative support to the constituent academic departments of Geography and Planning, Global Development Studies, Policy Studies, Political Studies, and Sociology. As a unified administrative hub, we strive to foster greater collaboration, streamline administrative processes, and enhance operational efficiency and effectiveness across all five units. This position serves as the primary contact for a broad range of academic and operational support functions, including academic program planning and advising, event coordination, field trip administration, student accommodations and academic consideration processes, human resources administration through the preparation and submission of PeopleSoft contracts, timekeeping support, and departmental website maintenance and web publishing. The APC plays a critical role in ensuring the smooth delivery of services and supporting the day-to-day operations of the Hub and its departments.

This position is the first point of contact on academic support matters within the department for students, prospective students, faculty and staff. This position advises students on academic program planning, course selection, program completion requirements, faculty regulation and policies and procedures. The position also provides program administrative support in areas such as recruitment planning and events, admissions, academic calendars, class lists, convocation and graduation.
The schedule for this position requires the incumbent to work evenings and weekends.

Job Description
What you will do
•Promotes the program to prospective students by attending events, and organizing and tracking other program recruitment activities.
•Serves as the first point of contact for students, and/or faculty, departments, prospective students, parents of students, external and internal contacts regarding programs.
•Advises students on academic program planning, course selection, registration, and program completion requirements.
•Organizes and administers processes that relate to student progression such as processing applications, grade completion, eligibility to graduate, convocation etc.
•Participates in the development of co-curricular and/or experiential learning activities.
•Provides administrative support to department including, maintaining files and student records, scheduling meetings and appointments, travel and accommodation booking, RTP (renewal, tenure and promotion) process, preparing agendas, course preparation, archiving, security and access tracking, maintaining security and access protocols, supply and merchandise inventory.
•Refers students to the appropriate services for assistance (e.g., Student Wellness Services, Career Services etc.)
•Provides administrative, secretarial and/or procedural support for committee(s), including agenda preparation, scheduling meetings, minute taking, recording keeping, applicant review/assessment, interview scheduling, training, tracking of action items and deliverables.
•Writes and posts updates on a variety of platforms, including social media accounts, internal Wiki’s, networking platforms, webinars, etc.
•Maintains and updates departmental and/or unit website(s).
•Develops a variety of orientation and/or promotional materials, assesses the effectiveness of materials.
•Coordinates and organizes academic related events, including meetings, workshops, webinars, conferences, orientations, information and/or teaching sessions, and guest lectures.
•Acts at the department timekeeper, tracking absences, vacation requests, leaves of absence etc.
•Builds and maintains relationships with key stakeholders in other departments/units/industries.
•Coordinates international exchanges, work-study internships, field trips, and experiential learning including field schools.
•Coordinates accommodations and consideration requests.
•Other duties as required in support of the department and/or unit.

Required Education
• Four-Year Bachelor Degree or equivalent.

Required Experience
• More than 3 years and up to and including 5 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.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen's 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+ persons. In 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 View email address on clients.njoyn.com .