Program Assistant, JD Studies

Job Summary
The Faculty of Law is nationally and internationally recognized as a leading law school, with a distinguished record of outstanding teaching and research, and a high level of faculty, staff, and student engagement. The Faculty aims to support highly qualified students who will excel in law school, become leaders in professional and community life, and who are representative of the diversity of Canadian society. The Faculty is committed to creating a supportive community within the law school that fosters a welcoming, diverse, and inclusive working and learning environment. The Program Assistant, JD Studies offers an opportunity to make a meaningful contribution to the student experience in the Faculty of Law at Queen’s University. Reporting to the Director of Student and Academic Services, the Program Assistant, JD Studies, provides professional, student-centred service and support to students, faculty, staff, and members of the public. As a key member of the Student Services Team, the Program Assistant, JD Studies supports the daily administrative operations of the Faculty through frontline reception and administrative support. The incumbent will respond to and triage student inquiries, and assist with a variety of student service and program administration activities. This includes supporting the administration of examinations, coordinating shipping and courier services, preparing and distributing the weekly student newsletter, updating the website, coordinating room bookings, managing fob and locker assignments and payments, administering award application processes, including preparing materials for the Awards Committee, and providing general program support. The Faculty of Law seeks a dedicated and organized individual with strong interpersonal and communication skills who is excited for the opportunity to work with a team of committed professionals and administrators.
This position acts as a first point of contact and answers, redirects, or escalates program administration questions from faculty, staff, parents and/or students. This position provides administrative support including scheduling, meeting coordination, preparing agendas, minutes, data entry, filing, reception, mail distribution, printing and distributing materials, updating directories and/or maintaining office supplies. This position generates a variety of program documents including reports, agendas, meeting minutes, letters of permissions and/or correspondence. This position also assists with planning program events.

What you will do
•Acts as a first point of contact and answers, redirects, or escalates program administration questions from faculty, staff, parents and/or students.
•Provides administrative support including scheduling, meeting coordination, preparing agendas, minutes, data entry, filing, reception, mail distribution, printing and distributing materials, updating directories and/or maintaining office supplies.
•Generates a variety of program documents including reports, agendas, meeting minutes, letters of permissions and/or correspondence.
•Supports the exam process through scheduling, arranging accommodations, securing and setting up rooms, providing supplies, using grading software, scheduling proctors and/or submitting final grades.
•Records and follows-up on the collection and/or distribution of evaluations.
•Assists with planning and/or executing of events including learning events, seminars, academic sessions, training sessions, conferences, video-conferencing rounds, orientations, parties, and/ or retreats.
•Maintains and updates department website and/or community website.
•Administers and tracks key fobs.
•Administers scholarship program, including call outs, receiving, and distributing funds.
•Performs accounting and bookkeeping activities including invoicing, expenses, accounts payable, deposits, accounts receivable, and reconciliations.
•Other duties as required in support of the department and/or unit.

Required Education
•Two-Year Community College Diploma.

Required Experience
•More than 1 year and up to and including 2 years of experience.
oExperience in client and/or customer experience functions considered an asset.
oExperience 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.).
oExperience working with diverse populations/equity deserving groups considered an asset.
oExperience planning, coordinating and/or managing events or promotions considered an asset.
oExperience with operating systems technologies considered an asset (e.g., Linux OS, Windows OS, AD Forests, Domains, Trusts, DNS, DHCP, Group Policy and Organizational Units, VMware, VM backups tools, etc.).
oExperience working at a post-secondary education institution considered an asset.
Consideration will 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 work experience.
•Provide information that requires technical or administrative explanation or interpretation.
•Attempts to resolve a difficult or challenging interpersonal situation, or overcome resistance to gain cooperation, before referring to others.
•Manage own work effectively and follows through on commitments, using the available resources.
•May distribute work to deliver objectives on time and to the highest standard and help others access resources to support goal achievement.
•Resolve recurring problems and situations using established procedure and guidelines.
•Bring forward problems, obstacles or challenges to work completion in a timely manners so deadlines continue to be met.
•Break down concrete issues into parts and selects best solution from clear alternatives and past practices.
•Acknowledge and respect diverse cultural traditions and beliefs.
•Question attitudes, comments and behaviours which are discriminatory and seeks out appropriate resources to remove these from the workplace.