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Undergraduate Assistant

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Competition Number: J1121-0579
Position Title: Undergraduate Assistant
Employee Group: Support Staff - USW Local 2010
Job Category: Academic Support and Student Services
Department or Area: English
Location: Kingston, Ontario, Canada
Salary: $43,292.00/Year
Grade: 05
Hours per Week: 35
Job Type: Permanent (Continuing)
Shift: 7 Monday - Friday
Number Of Positions: 1
Date Posted: November 16, 2021
Closing Date: November 30, 2021

COVID 19 On-Campus Requirements

The Queen’s University Policy Regarding Mandatory Vaccination Requirements for In-person University Activities requires ALL Community Members, including employees, to be Fully Vaccinated against COVID-19 prior to participating in any In-person University Activities. This is a condition of employment for all employees who are required to attend University Property to perform their employment responsibilities. Individuals who cannot be vaccinated due to substantiated grounds (medical and other protected grounds under the Ontario Human Rights Code) may ask the University to validate the exemption and request an accommodation for these rare circumstances. If approved, they will be subject to additional health and safety measures.

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.

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Job Summary

Reporting to the Program Manger, the Undergraduate Assistant is responsible for all aspects of administration and operation for the Undergraduate program in the Department of English following University, Faculty and Departmental policies and guidelines. This position provides a wide range of administrative support services, including responding to queries from students and faculty, facilitating communications and ensuring that all functions in the annual undergraduate calendar are achieved according to established deadlines. The incumbent assists with preregistration and registration activities and completes timetabling activities. The Undergraduate Assistant also participates in special departmental projects and provides administrative services to the Undergraduate Chair, Head and Program Manager and to faculty and Teaching Fellows in the Department.

Job Description

• Acts as departmental resource person for the undergraduate program: answer student queries and advise students on various program planning, course selection, degree requirements, policies and procedures. Responsible for referral of students to appropriate university units for assistance; handles initial student email inquiries for academic advice. Provides support/information to undergraduate committees.
• Answer email, telephone and in-person queries, resolving issues where possible and redirecting to the appropriate faculty members and departments when necessary.
• Assist with providing an effective flow of communication across the Department, between students, faculty, the Undergraduate Chair, Head, Program Manager, Faculty Office, and with the Departmental Student Council (DSC).
• Coordinates timetabling process for undergraduate courses; collect all teaching and room requests, assists the Undergraduate Chair in establishing academic blocks, course sections and maximum enrolments for timetable preparation, submission of calendar revisions and verification; analyze and enter restrictions according to program requirements; ensuring adherence to the formal deadlines of the Faculty of Arts and Science. Work with the central Timetabling Office on any adjustments to schedules and room allocations, following up on timetable issues and changes throughout the registration periods; communicate timetable schedule to faculty members.
• Monitor inputting of exam request forms and archiving of examinations; ensure exams and final marks are submitted by the appropriate deadlines; assist and advise Teaching Fellows and Term Adjuncts on the departmental processes followed in the exam and marks process.
• Assist with producing and updating program information and other materials for recruitment sessions.
• Administer faculty book-orders, course-descriptions, and syllabi, ensuring that time-sensitive deadlines are met.
• Serve as the departmental contact for English OnQ sites, including initial set-up, student enrollment/groups, TA assignments, and gradebooks; assists instructor with initial OnQ site set up and facilitates the submission of marks/exams. Troubleshoots straightforward issues and consults with Information Technology Services and/or Centre for Teaching and Learning for complex issues.
• Assist with registration and enrollment of students. Prepares letters of permission, transfer credits and exchanges, teaching rosters, and maintain all registration records and communications related to registration.
• Maintain and post program information on the departmental web site.
• Maintain records and filing on all matters of undergraduate business, including all outgoing and incoming Exchange students.
• Generate class-lists and other reports in PeopleSoft.
• Liaise with the DSC executive, including compiling a list of all DSC Reps, sending out notices to students and faculty regarding DSC meetings and social activities, and booking rooms for meetings and social functions.
• Administer evaluation process, coordinating with the DSC, informing faculty, Adjunct instructors and students of rules, regulations and procedures and ensuring that deadlines are met.
• Undertakes other duties in support of the department as required, such as provide general administrative support to the Undergraduate Chair and Undergraduate Studies Committee, general clerical assistance to all faculty, sessional faculty and teaching fellows, and provide backup support to other members of the administrative team.

• Minimum two-year post-secondary program in business administration, office administration or related field.
• Relevant administrative experience (2-3 years) in an office/service environment.
• Demonstrated knowledge of university policies, procedures, academic regulations and student related services. Familiarity with Arts and Science undergraduate programs, policies, and administrative processes preferred.
• Familiarity with PeopleSoft (including running queries, enrolling students in courses, generating reports) preferred.
• Consideration will be given to an equivalent combination of education and experience.

• Excellent interpersonal and communication (oral and written) skills, including cultural competencies to interact effectively with individuals from diverse backgrounds in a professional manner and to provide clear and accurate information.
• Strong organization and multi-tasking skills: ability to work effectively in a fast-paced environment with multiple demands and tight deadlines and maintain focus despite frequent interruptions. Ability to establish priorities to work efficiently and effectively on own initiative.
• Problem-solving skills, analytical skills and good judgement in order to make the most of information at hand. Ability to collect and synthesize data from multiple sources.
• Excellent computer skills in Microsoft Office (Word, Excel, PowerPoint, Access, Outlook), information management systems, learning management systems (OnQ), and ability to learn new software as required and adapt to a constantly changing technological environment.
• High degree of accuracy and strong attention to detail.
• Familiarity with maintaining and updating web site and using software such as WebPublish/Drupal, web page editing tools, HTML.
• Work independently with minimal supervisions and as part of a larger team.
• Ability to adhere to strict confidentiality and handle matters with tact and discretion, including problems and issues raised by faculty and students.

• Prioritize work, manage time, and determine the most important tasks among several, to ensure deadlines are met.
• Determine when information requires further action including distribution or verification of information and redirect appropriately.
• Assesses student academic record and advises students on course selection, eligibility for course requests and progress through program.
• Distinguish between circumstances in which decisions can be made independently and those where consultation is needed, determines when to refer problems to the Program Manager.
• Decides the appropriate action required for students who have an academic problem or a broad range of questions and determine which questions to refer to Undergraduate Chair or others, especially when responding to students experiencing difficulties.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen’s is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Aboriginal Peoples, persons with disabilities, and persons of any sexual orientation or gender identity. In accordance with Canadian Immigration requirements, priority will be given to Canadian citizens and permanent residents.

The University provides support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant's accessibility needs. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at

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