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Graduate Admissions and Special Programs Assistant - Contract / Contrat

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Queen's University

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Industry Sector: Social Services/Education / Services sociaux/ Éducation

Organization Description:

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.

Come work with us!

Job Listing #7988

Graduate Admissions and Special Programs Assistant • Contract / Contrat

Date Posted: 21 Jul 2021

Application Deadline: 02 Aug 2021

Location: Kingston and Surrounding Area

Category: Clerical/Administrative / Administration/Travail de bureau

Hours Per Week: 35

Pay Rate: Salary / Salaire 45,001 TO 55,000

Language Requirements: English / Anglais

Job Description:

Reporting to the School Manager, the Graduate Admissions and Special Programs Assistant supports the administration of the graduate program in the School of Computing, following University, Faculty and School policies and guidelines. The incumbent coordinates with the Graduate Program Assistant, the Graduate Chair and the coordinators of special programs. The incumbent responds to student inquiries and makes referrals to Student Counselling, Career Services and Academic Advisers when appropriate. The incumbent acts as graduate liaison for special programs to the Arts & Science Faculty Office (FAS), School of Graduate Studies (SGS), and the Registrar's Office.


Graduate Admissions:

  • Responsible for processing and confirming completion of graduate applications within the SGS and the School of Computing application databases, liaising with SGS and the Registrar’s Office when needed.
  • Reviews required documentation for admissions, and coordinates and processes applications for the School of Computing’s MSc, PhD, and professional MSc in Biomedical Informatics (BMIF).
  • Liaises with applicants to clarify information, requesting outstanding documents and/or information, and providing updates on application statuses.
  • Coordinates and tracks all admission offers, deadlines, and correspondence throughout the application process.
  • Assists graduate students with program and course registration, verifying that course information is correct and program requirements have been met.
  • Coordinates, implements and maintains computerized student records and statistics for reports on admissions.
  • Assists with the coordination of program orientation for incoming graduate students.
  • Monitors School of Computing email accounts and responds to admissions inquiries when possible, or redirects as necessary.
  • Assists Graduate Studies Assistant with timetabling and student registration.

Special Programs:

  • In co-ordination with the Graduate Program Assistant, acts as the main contact for the School’s special programs with FAS, SGS, and the Registrar’s Office.
  • Administers all School of Computing special graduate programs, including but not limited to the Digital Egypt Builders Initiative (DEBI), the Masters of Digital Product Management (MDPM) and the Masters of Biomedical Informatics (MBI).
  • Refers students to counseling and additional institutional supports and resources as appropriate.
  • Maintains confidential student files, ensuring accurate and complete records.
  • Participates in recruitment strategies to support the School's equity, diversity, inclusivity, and indigeneity efforts for the special graduate programs in collaboration with FAS, SGS and the Communications Coordinator.
  • Organizes information sessions and annual workshops showcasing the School’s research and promoting the special graduate programs.
    • Provides backup and support to the Graduate Program Assistant as needed, including but not limited to scheduling defenses, assisting with applications for funding deadlines, assisting with TA allocations, and assisting with fellowship and scholarship applications.
  • Undertakes other duties as required in support of the School of Computing.


  • Excellent interpersonal and communication skills to deal with a wide variety of individuals in a helpful and professional manner.
  • Excellent written and oral communication skills to accurately convey degree requirements to students.
  • Analytical and problem-solving skills to resolve administrative problems and improve overall efficiency of the special graduate programs.
  • High level of organization including the ability to set priorities, plan work schedules and deal with multiple interruptions.
  • Ability to work independently with minimal supervision as well as productively in a team environment.


  • Decides the appropriate action required for students with academic problems or queries and determines when to involve other individuals or escalate the issue.
  • Determines what information to communicate regarding confidential material such as medical notes and special needs assessments to appropriate individuals.
  • Determines if and when to release grade information ensuring conformity with the Registrar's policies and the Freedom of Information and Access to Information Guidelines.
  • Assists students in determining and accessing the resources they require to meet their needs in a timely,compassionate fashion, referring students as necessary. This may include assisting students to make appointments during crisis situations.
  • Decides on administrative procedures to ensure grades, exams, etc. are provided in time for inflexible deadlines.
  • Makes recommendations regarding preregistration/registration procedures for improvement in cooperation with the Faculties/Registrar Offices.
  • Determines own work priorities and schedules own work to ensure deadlines are met.




  • Completion of a three-year post-secondary program in a relevant field.
  • Minimum of three years working in a related field, preferably in an academic environment.
  • Comprehensive knowledge of University structure, policies and academic regulations (both Arts & Science and Applied Science) with regard to academicmatters, registration and preregistration is an asset.
  • Knowledge of PeopleSoft system is considered an asset.
  • Comprehensive knowledge of Microsoft Office (Word, Excel etc.). Working knowledge of the University online systems (Peoplesoft and Solus, considered an asset). Ability and willingness to adapt to new technologies.
  • Consideration may be given to an equivalent combination of education and experience.

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