Program Assistant, Gdipicl - Kingston, Canada - Queen's University

Queen's University

Verified Company

Kingston, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

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.

Come work with us
Job Summary

The Graduate Program in Immigration and Citizenship Law ("GDipICL") is training the next generation of immigration consultants in the full range of competencies they will need, from immigration and citizenship law to best practices for career success.

This program is required to become a licensed immigration consultant in Canada. The Program Assistant is responsible for supporting the administrative functions of the GDipICL, including supporting the student experience.

This position acts as a first point of contact and answers, redirects, or escalates program administration questions from faculty, staff, parents and/or students.

This position provides administrative support including scheduling, meeting coordination, preparing agendas, minutes, data entry, filing, reception, mail distribution, printing and distributing materials, updating directories and/or maintaining office supplies.

This position generates a variety of program documents including reports, agendas, meeting minutes, letters of permissions and/or correspondence. This position also assists with planning program events.
The schedule for this position requires the incumbent to work evenings and weekends.

Job Description:

What you will do

Acts as a first point of contact and answers, redirects, or escalates program administration questions from faculty, staff, parents and/or students.
Provides administrative support including scheduling, meeting coordination, preparing agendas, minutes, data entry, filing, reception, mail distribution, printing and distributing materials, updating directories and/or maintaining office supplies.
Generates a variety of program documents including reports, agendas, meeting minutes, letters of permissions and/or correspondence.
Supports the exam process through scheduling, arranging accommodations, securing and setting up rooms, providing supplies, using grading software, scheduling proctors and/or submitting final grades.
Records and followsup on the collection and/or distribution of evaluations.
Assists with planning and/or executing of events including learning events, seminars, academic sessions, training sessions, conferences, videoconferencing rounds, orientations, parties, and/ or retreats.
Acts as the first point of contact for troubleshooting audio visual issues.
Maintains and updates department website and/or community website.
Assists with internal and external program reviews for accreditation purposes.
Other duties as required in support of the department and/or unit.

Required Education

Two-Year Community College Diploma.

- in business administration preferred.

Required Experience

More than 1 year and up to and including 2 years of experience.
Experience advising students considered an asset.
Experience in client and/or customer experience functions considered an asset.
Experience in data, trend analysis and reporting considered an asset.
Experience working with diverse populations/equity deserving groups considered an asset.
Experience in writing, interviewing, reviewing, editing and/or proofreading internal and/or external communications and documents considered an asset (e.g., social media, policy manuals, newsletters, handbooks, legal documents, forms/templates, blogs, training/reference materials, technical documents, webinars, etc.).
Experience with providing administrative support considered an asset (e.g., document editing, proofing, formatting and production, data entry, scheduling/coordinating meetings and/or travel arrangements, receiving/relaying messages, etc.).
Experience working at a postsecondary education institution considered an asset.
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 work experience.
Provide information that requires technical or administrative explanation or interpretation.
Attempts to resolve a difficult or challenging interpersonal situation, or overcome resistance to gain cooperation, before referring to others.
Manage own work effectively and follows through on commitments, using the available resources.
May distribute work to deliver objectives on time and to the highest standard and help others access resources to support goal achievement.
Resolve recurring problems and situations using established procedure and guidelines.
Bring forward