Undergraduate Program and Administrative Assistant

This position provides the daily administration and operational support to undergraduate program including timely and accurate timetabling and registration. This position is a key academic advisor to undergraduate students, and ensures that students experiencing challenges have access to resources to support their academic progress. This position also provides overall administration of scholarships, awards and special accolades.

Job Description
What you will do
•Provides daily administration and operation support to the undergraduate program.
•Provides academic advising for undergraduate students.
•Administers the registration process, providing support and assistance with course substitutions, pre-registration, online registration, over-riding prerequisites, managing wait lists and reviewing late requests.
•Provides data for timetabling activities, including instructor preferences, tier request, lab times, seminars, departmental meetings, feedback issues.
•Manages files, tracking student progress, keeping accurate academic records, maintaining class lists and historical records including registrations, enrollments, faculty teaching assignments, exams etc.
•Supports and tracks accounting and bookkeeping activities within the department, including tracking budgets, processing payroll, reimbursements, honorariums, accounts payable and receivable.
•Supports faculty with the creation and maintenance of online courses.
•Identifies and prepares lists of eligible recipients for awards and scholarships and special accolades, communicating as appropriate to awards committees and individuals.
•Acts as the first point of contact, including phone, email and in-person inquiries.
•Supports student recruitment.
•Assists exchange and/or transfer students with paperwork, documentation, course selection and registration, transfer credit eligibility. Maintains exchange information resources.
•Assists with undergraduate course selections, updating academic calendars.
•Completes degree audits and prepares and assesses eligible students to graduate and/or continue in the program. Notifies students who are not meeting the requirements.
•Distributes surveys and assessments, including but not limited to Queen’s Survey of Students’ Experience of Teaching (QSSET), Teaching Assistant Assessments, etc.
•Prepares and submits all curriculum and calendar revisions.
•Other duties as required in support of the department and/or unit.

Required Education
• Three-year Community College Diploma or Three-Year Bachelor Degree, or equivalent.

Required Experience
• More than 2 years and up to and including 3 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 substantial work experience.
•Provide information to others that requires technical or administrative explanation or interpretation.
•Attempts to resolve a difficult or challenging interpersonal situation or, overcome resistance to gain cooperation.
•Adapt messages to meet the needs of the intended audience.
•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.
•Participate in project team meetings and is involved in developing individual and team project plans.
•Identify new problems and seeks information and input to fully understand the cause.
•Identify opportunities to improve the effectiveness and efficiency of work processes.
•Break down concrete issues into parts and synthesizes information succinctly.
•Respect diversity and promotes inclusion in the workplace.
•Awareness of relevant legislation, including Employment Equity, Human Rights legislation, Treaties, sexual violence legislation and the Accessibility for Ontarians with Disabilities Act and its regulations.

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