(Q700) - Graduate Program Administrator

(Q700) - Graduate Program Administrator

15 May
Queen's University

15 May

Queen's University


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.
Come work with us!
Job Summary
Reporting to the Department Manager, the Graduate Program Administrator is responsible for the daily administrative duties of the graduate office. Responsibilities include but are not limited to overall program operations, program promotion, admissions and awards, student guaranteed funding packages, program planning and coordination (i.e. timetabling, orientation and registration, student progression through the program), general non-academic advice and referrals to students.
Job Description


- Provide all documentation, statistics and tables pertaining to the graduate programs for the QUQAP (Queen’s University Quality Assurance Process), and the CPA (Clinical Program Accreditation).
- Act as first point of contact for the graduate programs. Provide primary customer service and non-academic guidance to students, faculty and staff seeking advice.
- Provide administrative and logistical support to the Graduate Coordinator and Clinical Chair. This includes initiating and/or preparing correspondence, word processing and document formatting, scheduling and maintaining appointments, coordinating special events, and meetings. Maintaining administrative records (i.e. mailing lists) and compiling reports.
- Responsible for program administration by overseeing admission files; advise and assist in the assessment of potential candidates to the graduate programs by the admissions committee; and analyze admission and enrollment data and prepare reports as necessary.
- Oversee student registration in graduate courses, ensuring student progression through the program. Support for program course planning and track course offerings to ensure that students maintain course loads that lead to degree completion.
- Distribute and collect grade sheets from course instructors, input grades, and follow-up with course instructors and students regarding incomplete grades as necessary; create and maintain filing systems and student records to ensure information is accurate and current.
- Plan and coordinate effective administration of course evaluations and other feedback mechanisms.
- Oversee delivery of orientation programs for prospective and new incoming students
- Serve as primary contact for graduate students seeking non-academic advice or referral to other departmental, campus or community services on academic administrative or personal matters.
- Act as a liaison and primary department contact for students. This involves acting as departmental contact and resource while keeping senior administrators advised and aware of important matters. This includes but is not limited to liaising with other departments, within the university and with outside agencies; serving as contact for questions, comments and concerns; and resolving problems where possible and answering questions as they arise, redirecting only highly unusual/complicated problems to the Graduate Coordinator. Responsible for ensuring the guaranteed funding is met for each graduate student by managing the Queen’s Graduate Awards (QGA) budget. Recommending uses for unused QGA money and communicating the request to the Dean of the School of Graduate Studies (SGS).
- Responsible for compiling information on a number of internal and external awards offered to graduate students, which includes collecting applications, providing reports on applications to assist in ranking, checking applications for completeness and forwarding information to the Director of SGS.
- Coordinate the Teaching Assistant (TA) positions for the department. Working with the Undergraduate Chair to determine which TA positions need to be filled, advertising positions, and working with the Graduate Coordinator to hire TA’s for required positions. Responsible for arranging payment for all TA positions by providing contract information to the financial assistant for processing. Ensuring that the collective agreement is followed in all decisions regarding TA positions.
- Administrative oversight on MSc thesis defenses which includes booking facilities and AV, finding a thesis chair to monitor the defense, processing all paperwork and providing results to SGS. Administer, organize and schedule PhD exams. Also responsible for providing degree lists to SGS and checking convocation lists for accuracy.
- Responsible for scheduling all graduate courses in the department of psychology. Communicating faculty restrictions, room restrictions

Closing 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, racialized/visible minorities, Indigenous/Aboriginal Peoples, persons with disabilities and LGBTQ+ persons.
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 [email protected] .

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