Description:
Queen’s University, one of Canada’s leading research-intensive universities, is hiring an Undergraduate Program Advising Coordinator to support Faculty of Arts and Science Administrative Services Hub 1. This role provides front-line academic support to undergraduate students across multiple departments: Geography and Planning, Global Development Studies, Policy Studies, Political Studies, and Sociology.
The primary focus will be leading administrative support for the Political Studies undergraduate program while offering backup support to other programs within the hub. The role requires collaboration across departments, enhancing efficiency, and ensuring students receive high-quality advising and support.
Key Responsibilities:
- Develop and manage online and print marketing materials for student recruitment.
- Organize and participate in recruitment events.
- Respond to inquiries from students, prospective students, and parents about the program.
- Act as the main resource for faculty and students regarding departmental policies and procedures.
- Manage processes for admissions, enrollment, and registration.
- Provide academic advising to undergraduate students, helping monitor academic progress and addressing issues when needed.
- Refer students to student support services (e.g., Student Wellness, Career Services).
- Monitor the graduation list to ensure all requirements are met.
- Update the department’s website pages as needed.
- Manage administrative processes for awards, coordinating with committees and students.
- Assist with special projects in undergraduate offices.
- Support students in academic jeopardy, including guiding them through appeals processes.
- Serve as timetabling administrator, ensuring conflict-free schedules and managing room bookings.
- Maintain departmental files and records.
- Prepare correspondence and take minutes during meetings.
- Create and analyze student surveys to identify trends.
- Provide input for academic program planning.
- Assist with hiring, appointments, and renewals of adjunct instructors.
- Prepare employment contracts.
- Act as the departmental timekeeper.
- Liaise with other departments and coordinate logistics for events such as guest lectures, including booking venues, arranging catering, and organizing speaker travel.
Qualifications:
- Bachelor’s degree in a relevant field.
- 2 to 3 years of relevant experience in academic advising, student services, or program coordination (a combination of education and experience will be considered).
- Strong knowledge of university policies and academic processes.
- Excellent communication and interpersonal skills to interact with diverse internal and external stakeholders.
- Ability to work in a fast-paced environment with competing priorities.
- Strong organizational and problem-solving skills.
- Familiarity with equity, diversity, inclusion, and accessibility best practices is essential.
- Commitment to providing inclusive and student-centered services.
Work Schedule:
- 35 hours per week, Monday to Friday
- Some evenings and weekends required for events or meetings
Employment Equity and Accessibility:
Queen’s University welcomes applications from women, visible minorities, Indigenous peoples, persons with disabilities, and individuals from the LGBTQ+ community. Accommodations are available throughout the recruitment process upon request.
Immigration Priority:
Priority will be given to Canadian citizens and permanent residents.