Queen’s University

Kingston, ON

Undergraduate Program and Administrative Assistant

Deadline: September 15, 2022

Department: Gender Studies

Type of Appointment: Term Contract

Position Description:

Reporting to the Department Manager, and receiving work direction from the Chair of Undergraduate Studies and Department Head, the Undergraduate Program and Administrative Assistant is responsible for the daily administration, operations and development of undergraduate programs in Gender Studies, including admissions, timetabling, registration, course enrolment, academic advisement in accordance with the regulations administered by the Faculty of Arts & Science, course evaluations, exams, academic and grade changes, graduation, awards, and record keeping. As the departmental resource person for the Undergraduate programs, this position provides administrative support to the Undergraduate Chair, and serves as program liaison with Department faculty/staff, including Black Studies Director and Program and Administrative Assistant, Black Studies, other academic units, Faculty of Arts and Science, the University Registrar's Office, the Unit Research Ethics Board and including serving on undergraduate related committees.

The Undergraduate Program and Administrative Assistant provides administrative support to the Chair of the Appointments and Renewal, Tenure and Promotion Committees, and Faculty Search Committees, and day to day administrative services in the Gender Studies Department. This includes providing financial and administrative support to the Department Manager on processing day-to-day financial transactions, monitoring accounts, reconciling monthly financial statements, processing TA/TF/RA and casual contracts, and assisting with research financial duties. The incumbent prepares reports, correspondence, schedules, coordinates meetings, supervises undergraduate work study students, and works closely with the Program and Administrative Assistant, Black Studies to prepare communications, develop content and maintain the program's website and social media accounts.

KEY RESPONSIBILITIES: Undergraduate Assistant:

• In consultation with the Department Head and Department Manager and working closely with the Black Studies Program and Administrative Assistant and Graduate Assistant, act as timetable coordinator for the department and oversee the preparation of course offerings, negotiating space with the Timetabling Office for regularly scheduled courses and special events. Collect and provide data to Timetabling (e.g. instructor preferences, tier request, forced times for lectures, seminars and department meetings). Review draft timetable for scheduling conflicts and work with the Timetabling Office to resolve. Post approved timetable to the departmental website and forward to faculty, adjuncts, teaching fellows and staff. Ensure an up to date timetable for the department's programs is maintained.

• Coordinate and oversee all undergraduate degree plan and course registration processes; responsible for submission of all undergraduate curriculum and calendar revisions for all Gender Studies undergraduate programs to the Faculty of Arts and Science (new courses, revised course descriptions, deletion of information, changes to program requirements etc.), ensuring format and deadlines are adhered to. Acts as instructor, course, and TA evaluations coordinator, including the and Queen's Survey of Students' Experience of Teaching (QSSETS). Verify QSSET information and ensure deadlines set by the Registrar's Office are followed.

• Coordinate student requests for exceptions to undergraduate course or program requirements. Review and verify all student prerequisites and consult the Undergraduate Chair regarding any waivers.

• Serve as primary student academic advisor for undergraduate programs in Gender Studies under the direction of the Undergraduate Chair, maintain current knowledge and comprehensive understanding to respond to all inquiries and advise on University, Faculty and Department policies and procedures pertaining to personal and academic issues. This includes initial consultation with students, manual degree audits, setting up appointments with FAS Academic Advisors, and discussion around possible solutions to course substitutions and time-tabling issues, administering change requests for adding or dropping courses, overwriting pre-requisite, co-requisite requirements, class enrolments, etc. Enters approved changes to student's on-line registration. Maintain student files with progress through program. Reviews applications and prepares preliminary documentation for potential transfer students and submits to the Undergraduate Chair for decisions. Refers students requiring special assistance with accommodations and academic considerations.

• Administer all departmental awards, including the preparation of award lists, nomination packages and the distribution of letters to nominees and winners.

• Coordinate undergraduate course mark submissions to the Faculty of Arts & Science office; verify degree list for accuracy and completeness, i.e. eligibility to graduate, honour standings for the Undergraduate Chair's approval. Maintain class lists, e-mail listserv, and student academic records on-line through PeopleSoft. Maintain a historical record of courses taught, student enrolment statistics for future planning purposes using PeopleSoft Student queries, and faculty teaching assignments, for program review, planning, and development for Gender Studies.

• Coordinate distribution of material from the exams office to all course instructors for all exams to ensure that deadlines set by the Exams office are met.

• Collect information for the Departmental self-study, cyclical program review, and other quality assurance processes.

Departmental Administrative Support:

• Provide administrative support to Gender Studies faculty and staff hiring processes, coordinate Renewal, Tenure & Promotion (RTP) processes and maintain the official files; coordinate searches for new faculty (including advertising, processing applications, organizing visits and itineraries with interviews and seminars). Schedule interviews and ensure that hiring processes as well as promotions and renewals, are compliant with University, union and external labour regulations.

• Support budgeting activities for the Department, including: cheque requisitions, purchases, deposits, reimbursements, special events and journal entries for the department. Reconciles accounts and maintains financial records, ensuring all transactions are compliant with University financial policies and procedures. Review and process professional and travel expense reimbursement claims for faculty and staff members in the department verifying the information is correct and ensuring Queen's policies have been met.

• Prepare employment contracts for casual staff and academic appointees.

• Provide administrative support to Gender Studies faculty members' research. This includes monitoring research funds and research finances, reconciling monthly statements for the researcher, assisting with the preparation of research grant applications to federal government agencies, and preparing appropriate forms for submission and approval to Research Services.

• Record minutes and provide administrative support to the Undergraduate subcommittee, and other committees as assigned. Takes appropriate follow-up action, i.e. forward proposed changes that require approval to a Departmental Meeting.

• Coordinate recruitment and special events that represent the department and programs to external audiences. Arrange room bookings, facilities, catering and other requirements.

• Support departmental social media strategies, overseeing the department's social media accounts, newsletters, and departmental website. Update information to reflect most recent program communications; respond to online inquiries. Participate in planning processes and assist with communications strategy development for the department. Liaise with the Faculty of Arts and Science marketing and communications.

• Coordinate and provide guidance to general reception; communicating with faculty, staff and students; public and student enquiries; inventory and ordering of office supplies.

• Serve as a departmental ITS Admin Rep and coordinate departmental computer systems and software.

• Coordinate and supervise casual hires, undergraduate work-study students, including recruitment, training, work assignments and timekeeping, and coordinate experiential learning opportunities. Evaluate work study job applications, make recommendations on suitable hires, offer coaching and feedback on work quality issues.. Escalates unresolved performance and/or disciplinary matters to Department Manager.

• Serves as Timekeeper within PeopleSoft HR system for casual workers, tracking and administering salary payments for research personnel, summer students, work study students, Teaching Assistants and casual staff. Performs exception management, tracking staff sick, vacation, and other leaves in PeopleSoft and internally, maintaining records accurately and confidentially. Any discrepancies will be investigated and reported to the Department Manager in a timely manner for correction.

• Assist the Graduate Assistant and Graduate Chair in the coordination, training, and orientation of TA/TFs.

• Act as a resource person for the department, including providing assistance to faculty and instructors on relevant University, Faculty and Departmental policies and procedures related to undergraduate programs, including the preparation of syllabi, grading, and academic integrity; researching and/or synthesizing answers to questions and solving administrative problems within guidelines. Keep the Department Manager advised and aware of important matters and refer complex and/or sensitive matters, as needed.

• Foster a positive and inclusive work environment that supports and promotes a culture where a diverse range of ideas and perspectives are incorporated into decision making.

• Undertake other duties and special projects as assigned in support of the department and its programs.

REQUIRED QUALIFICATIONS:

• Three-year post-secondary program in a relevant field. Undergraduate degree preferred.

• Several (3-5 years) of relevant experience in a responsible administrative position with minimal supervision, preferably in a university or institutionally relevant setting.

• Comprehensive knowledge of undergraduate and graduate admissions, academic regulations, policies and procedures, degree requirements, and support services. Knowledge of the Department of Gender Studies is an asset.

• Demonstrated passion, continuous learning, and training in anti-racism and commitment to promoting equity, diversity, inclusion, and social justice in the workplace.

• Advanced computer skills and experience, with proficiency in Microsoft Office Suite (Word, Excel, PowerPoint; Teams), WebPublish (website), REDCap, Adobe, PeopleSoft, database programs, Zoom, and social media communication platforms. Demonstrated ability to adapt to new technologies.

• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:

• Demonstrates commitment to contributing to a high-performing team that is respectful and collaborative.

• Excellent communication (verbal and written) skills and interpersonal skills to deal with a wide variety of individuals in a helpful and professional manner, with an ability to write concisely for a variety of audiences. Strong presentation skills for presenting information about the Department's programs to internal and external stakeholders.

• Demonstrated ability to build relationships and engage diverse groups of stakeholders.

• Familiarity with PeopleSoft (HRAdmin, StudentAdmin, Finance and FAST).

• Highly-developed organizational and time-management skills to ensure completion of administrative tasks with competing priorities, with strong attention to detail to achieve high level of accuracy in administrative reporting.

• Ability to think and act creatively, dynamically, and compassionately in a high-pressure, fast-paced work environment; ability to assess and resolve administrative problems, enhance policy decisions, and improve overall efficiency within the Department.

• Sound knowledge of academic programming and administrative practices combined with an ability to synthesize and organize academic information for the purpose of advising students and reporting to program chair(s). Ability to interpret regulations and degree requirements and convey this information accurately to students, staff, and faculty.

• Strong conflict resolution skills. Demonstrated ability to facilitate cooperation/support from diverse audiences.

• Demonstrated capability to cultivate and maintain positive relationships with internal and external stakeholders, handle issues with tact, discretion, diplomacy and provide assistance in handling confidential or sensitive matters.

• Ability to identify and respond to the needs and interests of varied audiences.

• Ability to take initiative, work with minimal supervision, and make independent decisions in the coordination of the department's programs with tight deadlines and frequent interruptions.

DECISION MAKING:

• Make recommendations regarding general office and undergraduate administrative procedures, including proposing workflow changes.

• Assess student academic record and advise students on routine course selection and options, progress through program, manual degree audits, degree eligibility, including checking for total credits, concentration credits, transfer credits, exclusions and outstanding letters of permission or other grades for the Undergraduate Chair's approval.

• Decide the appropriate action required for students who have an academic problem or query, determining the urgency of student needs, and when to involve the Undergraduate Chair or appropriate advisors, or refer to appropriate university support services for crisis or personal counselling, health concerns, career questions, departmental advice or financial assistance.

• Determine when and if to release grade information ensuring conformity with the Registrar's policies and the Freedom of Information and Protection of Privacy Guidelines.

• Determine which communication methods will be the most effective to engage various audiences.

• Facilitate resolution of student, staff, and faculty difficulties in a timely, compassionate fashion; refers students as needed including making appointments for them in crisis situations.

• Determine best approach to facilitate and resolve issues in a professional manner. Recognize when it is appropriate to involve senior administrators to take advantage of their expertise and develop strategies, resolve disputes and address challenges.

• Identifies calendar copy changes and ensures appropriate approval is received.

• Independently determine work priorities to ensure all commitments are met.

Position Start Date: October 1, 2022

Interfolio Letters: Accepted

Starting Salary: $85,000-$95,000