Program Assistant - Queens University

Reporting directly to the Programs Manager, Biochemistry, Health Sciences, and Life Sciences and receiving direction from the Associate Dean, Undergraduate Studies, Biochemistry, Health Sciences, and Life Sciences and from the Directors of the Life Sciences and Biochemistry Programs, the Programs Assistant is responsible for providing clerical and administrative support for the Life Sciences and Biochemistry Programs. Additionally, they offer ongoing academic assistance and advice to students to help them achieve their academic goals.

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.

To view the full job description, please visit our Careers page. 

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.
• Coordinates the registration and admissions process including collecting applications, assisting with recruitment and selection, assisting with transfers, interview process and international applications, processing program and plan changes, enrolling, dropping and swapping courses and/or confirming electives.
• Builds and maintains a reference library/database of course equivalencies at other institutions.
• 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.
• 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 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.

Please apply online at:
https://clients.njoyn.com/CL4/xweb/xweb.asp?clid=74827&page=jobdetails&jobid=J0825-0698&BRID=EX428711&SBDID=21474&LANG=1.