Program Coordinator, GDipICL - Queens University

The Graduate Diploma in Immigration and Citizenship Law ("GDipICL") is an innovative online program designed to equip students with the knowledge, strategic competencies, practical skills, and critical judgement necessary for a career in immigration consulting as well as roles in the broader immigration ecosystem. The GDipICL is Canada's only English-language pathway to becoming a licensed immigration consultant and prepares students for the College of Immigration and Citizenship Consultants mandatory Entry-to-Practice Exam. The Faculty of Law seeks a dynamic individual who is excited for the opportunity to work with a team of committed professionals and administrators. The incumbent will contribute to Canada's immigration sector by fostering a positive student experience of future immigration consultants. The regular hours of work for this position will be 35 hours per week and is comprised of the following schedule: Mondays and Fridays 8:30 am - 4:30 pm, Tuesdays, Wednesdays and Thursdays: 12:00 pm to 8:00 pm. Occasional work on the weekends is required.

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.

CORE DUTIES:

• 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.

ADDITIONAL DUTIES:

• Determines individual student eligibility for awards and/or scholarships.

• Collects and submits timetabling information.

• Oversees administrative process for appeals, granting routine requests and preparing information for complex cases for review.

• Coordinates exams, including room bookings (thesis defences, midterms, oral exams etc.).

• Prepares and deliveries surveys, including course evaluations.

• Ensures accurate recordkeeping of all student activities with the program.

• 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.

• Collects data and prepares statistical reports, identifying trends and potential issues.

• Provides guidance, work direction, support and training to volunteers, teaching assistants, casual support staff, proctors, and others.

• Provides orientation and training for new employees/volunteers.

• 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.

• 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.

• Creates and/or maintains program portal and/or databases, updating, revising and assisting students and instructors.

• Builds and maintains relationships with key stakeholders in other departments/units/industries.

• Recommends revisions and/or maintains policies, procedures and/or handbooks.

• Other duties as required in support of the department and/or unit.

REQUIRED QUALIFICATIONS:

EDUCATION

• Four-Year Bachelor Degree or equivalent.

EXPERIENCE

• More than 3 years and up to and including 5 years of 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.

SKILLS AND RESPONSIBILITIES:

• Interactions require the ability to identify needs or requests and to provide recommendations for action or instructions, or to gain cooperation in non-straightforward situations. May include advising students on academic matters. In addition, one or more of the following is required:

* Provides persuasive recommendations for action or instructions.

* Overcomes resistance to gain cooperation in situations with more complex dynamics.

* Develops and/or delivers training materials, procedures, guides, or workbooks.

• Identifies and analyzes new and recurring problems and situations and/or information of moderate complexity. Searches for and interprets relevant information and selects or adapts the best solution from a range of alternatives and guidelines.

• Provides functional guidance to others on an ongoing basis e.g., acts as a resource or "how-to, go-to person" within the department or function.

And/or

• Oversees the work of staff and/or volunteers to ensure adherence to quality standards and procedures on a short-term basis (less than 12 months). This may include requesting pre-selected casual staff for short-term needs.

• Planning and coordination of unit/department-wide tasks, activities and/or projects such as special events, conferences, complex travel arrangements, budgets, reports, programs, training programs, student placements/exchanges, and calendars of senior staff.

• Results of decisions and actions have moderate impact extending beyond immediate work area, unit/department or function and/or moderate impact on service to staff, students and/or public.

WORKING CONDITIONS AND EFFORT:

• Moderate physical effort includes periods of continuous uninterrupted keyboarding or other finger and hand movements for at least 20 minutes at a time for a minimum of 10 hours per week, standing/walking for at least 1 hour at a time for 2 to 3.5 hours cumulatively per day, light tool usage, and/or lifting up to 20 lbs.

• A moderate to high level of concentration. Tasks require significant understanding and manipulation of the content for output on a continuous basis.

• Occasional exposure to minor disagreeable conditions.

• Limited possibility of minor harm or minimal possibility of major harm from exposure to health and safety risks.

• Exposure to characteristics that contribute to job pressure such as frequent exposure to situations that involve ongoing simultaneous deadlines, conflictive, hostile or violent reactions, exposure to situations involving the distress of others, overnight travel, extreme vigilance to ensure avoidance of significant negative impact or consequences, or expectation to meet fixed production or sales targets. The job may involve the requirement to adapt to annual changes stemming from work environment changes, new practices, procedures or technology.

Please apply online at:
https://clients.njoyn.com/CL4/xweb/xweb.asp?clid=74827&page=jobdetails&jobid=J0126-0676&BRID=EX437471&SBDID=21474&LANG=1.