Department Administrator and Undergraduate Program Coordinator - Queens University

Reporting to the Department Chair and taking direction from the Chair of Undergraduate Studies, the Department Administrator and Undergraduate Program Coordinator is responsible for assisting in the ongoing development and the administration of the department's undergraduate programs (including the online program in Liberal Studies) as well as providing managerial support to the department's administrative, HR, and financial operations, annual academic planning, health and safety management, procurement, and communications. The incumbent interacts regularly with the Faculty of Arts and Science, the International Programs Office, the Human Rights & Equity Office, and the University Registrar's Office. 

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The Department Administrator and Undergraduate Coordinator develops, recommends, reviews, interprets, communicates, and assesses policies and procedures and provides individual and ongoing support, academic advice and assistance to students in achieving their academic objectives. This position works with the undergraduate program team by overseeing daily administrative tasks related to undergraduate programs, including supervising student and casual support staff. The incumbent will manage communications with undergraduate students (e.g. newsletter, website, and social media) and recommend appropriate student support and recruitment plan for the Department of History. Additionally, the position supports the department's Equity, Diversity, Inclusion, and Indigeneity (EDII) Committee by promoting their initiatives and supporting their mission to make the Department of History an inclusive place for all members. This position also directs, allocates, and supervises the work of other staff.

• The position develops, recommends, reviews, interprets, communicates, and assesses policies and procedures to ensure smooth functioning of the general administration of the department and the Undergraduate Program in the Department of History.
• Analyzes, develops, recommends, and implements approaches, measures, and plans for the program.
• Responsible for hiring and supervising casual and student employees, work/ study students and/or has responsibility for supervising one or two continuing/ term employees.
• Planning and coordination of department-wide tasks, projects, special events, budget reports, budget projections and monitoring various HR and Financial functions in the department.
• Reviews student requests for adding or dropping courses, overwriting pre-requisite, co-requisite requirements, class enrolments, etc.
• Responsible for the administration of student applications and records. Assesses student plan selection applications. Review and verify all student prerequisites and consult the Chair of Undergraduate Studies regarding any waivers. Maintain class lists, e-mail listserv, and student academic records on-line through PeopleSoft.
• Assist students with pre-registration and on-line registration and manage advanced course selection.
• Review applications and prepare preliminary documentation for potential transfer students and coordinate with the Chair of Undergraduate Studies for making decisions.
• Work with the Department Chair to prepare the list of undergraduate course offerings each year.
• Manage the department's timetabling process by collecting timetabling preferences and tier requests from faculty and instructors
• Liaison with administrators in other departments to ensure cross appointed faculty receive a conflict free teaching schedule.
• Manage timetabling constraints and ensure department meeting and seminar timeslot remains available to faculty
• Responsible for planning and coordinating the booking of rooms for academic ad-hoc purposes, including additional class sessions and make-up exams.
• Once timetable is released, works with each individual instructor/faculty member to request changes to draft timetable, including ensuring proper distribution of first-year seminar slots to offer students a breadth of scheduling options
• Manage the department's social media accounts - Instagram, Twitter, etc.
• Respond to comments and address questions on social media platforms.
• Maintain the department website and develop content pertaining to the undergraduate program and departmental news in particular
• Research, write and edit content and articles for various media as needed (websites, news stories, social media initiatives, videos, and brochures)
• Advertise positions for Term Adjunct, Teaching Fellow, and Teaching Assistant appointments.
• Order exam copies of books for instructors; update all directories (in hallways and on the front counter); update mailboxes; responsible for photocopier (codes/supplies); arrange courier packages.
• Maintain security and access protocols for front office; manage space allocation, support building and facilities maintenance requests.
• Serve as the primary liaison with the Information Technology Services (ITS) department. Complete all necessary training to fulfill IT Admin Rep responsibilities on an ongoing basis.
• Communicate regularly with the Health and Safety Officer to ensure compliance with Health and Safety regulatory requirements including monthly audits, procedures and safety manuals.
• Process departmental financial transactions, including cheque requisitions, invoices, collection of accounts receivable, audit financial data and maintain accurate financial records.
• Oversee the use of the department's procedure and travel credit cards, monitor activity to ensure accuracy and validity of account transitions. Reconcile monthly financial statements.
• Provide support or allocate staff support to faculty members and instructors as needed.
• Undertakes other duties as delegated in support of the department.

This position acts as the contact for students, staff and other departments regarding the program including requirements, standards, processes, and enrollment. This position develops, recommends, reviews, interprets, communicates, and assesses policies, and procedures. This position analyzes, develops, recommends, and implements approaches, measures, and plans for the program. This position also directs, allocates, and supervises the work of other staff.

What you will do

• Acts as the contact for students, staff and other departments regarding the program including requirements, standards, processes, and enrollment.
• Develops, recommends, reviews, interprets, communicates, and assesses policies and procedures.
• Organizes and plans function activities including preparing correspondence, scheduling visits, compiling documentation, and preparing presentation materials.
• Analyzes, develops, recommends, and implements approaches, measures, and plans for the program.
• Directs, allocates, and supervises the work of other staff.
• 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

• Knowledge and principles in a specialist field that is typically acquired through a combination of advanced professional or academic qualifications and/or substantial work experience.
• Provide effective consultation and advice on non-straightforward and/or complex issues.
• Interaction with others requires interpersonal skills and the ability to understand and influence.
• Adapt messages to meet the different needs of different audiences.
• Builds relationships, trust and credibility.
• Manage own work, train and review the work of the team to see commitments through to completion.
• Set work priorities and direction, supporting the unit in achieving goals and objectives.
• Identify in advance when the intended results may not be achieved and develop a plan to address the gaps.
• Actively participate in project team meetings and develop team and unit project plans.
• Lead procedural or technological change within a unit.
• Identify opportunities to improve the effectiveness and efficiency of work processes.
• Seek information and input to fully understand the cause of problems.
• Appropriately assesses risks before making a decision.
• Contribute to the creation and evaluation of possible solutions.
• Take action to remove obstacles and address problems before the impact performance and results.
• Apply equity, diversity, accessibility, inclusion and Indigenization considerations to decision making and planning.
• Promote a work environment that is free from sexual violence, harassment and discrimination, and the ability to show empathy for those who have experienced trauma.
• Assess the suitability of job candidates and recommend the most appropriate person for hire.
• Monitor and assess output and the quality of work from team members and recommend need for formal training or development plans to management and identify possible performance and/or disciplinary issues.