ID: 17345
Admissions and Registration Assistant
Queens University - Kingston, ON
Website: https://www.queensu.ca/
Education/Training/Certifications
REQUIRED QUALIFICATIONS:
- Two-year post-secondary program in business administration or equivalent
- Previous relevant experience in office/service environment required
- Experience in coping with confidential issues in a professional service environment
- Excellent computer skills with knowledge of word processing, spreadsheets, online databases and student records systems, and web documents required. Proficient with Microsoft Office Suite: Word, Excel and Outlook. Exposure to and familiarity with web-based workplace activities, such as file sharing, and electronic communications tools an asset
- Knowledge of the university structure and graduate studies at the university is considered an asset
- Knowledge of PeopleSoft systems is considered an asset
- Consideration may be given to an equivalent combination of education and experience
SPECIAL SKILLS:
- Customer service orientation, with excellent interpersonal and communication skills, both verbal and written; ability to interact with a diverse clientele in many different contexts accurately and with empathy and sensitivity
- Ability to function co-operatively and effectively in a team-oriented environment and to liaise with staff from other Queen’s Units
- Ability to maintain confidentiality and use discretion in all job tasks
- Excellent time-management and organizational skills; ability to juggle conflicting priorities and to work within tight timeframes with a demanding workload
- Good problem-solving skills and an ability to examine a number of alternative possibilities and arrive at the best solution
- Ability to learn how to use new data management programs as they are implemented
- Respect diversity and promote equity and inclusion in the workplace. Awareness of diversity, disability and accessibility issues
- Ability to work in a fast-paced environment
- Attention to detail and accuracy
- Knowledge of the structure of the university as well as the rules and regulations of the School of Graduate Studies and Senate as they pertain to graduate studies at Queen’s
DECISION MAKING:
- Determine priorities within the constraints of demanding workload. Decide how to best coordinate time and effort between various tasks
- Analyze effectiveness and efficiencies of various processes and procedures, recommend changes as necessary
- Determine authenticity of application and registration documentation
- Determine when to redirect enquiries or requests to other staff. Provide information to students, staff and faculty
- Resolve administrative problems within guidelines and redirect more complex problems to senior staff
- Determine priorities and make decisions about casual staff utilization and the assignment of work to achieve optimum efficiencies and productivity
- Monitor and assess output and the quality of casual employees’ work
Position Requirements
As part of the School of Graduate Studies (SGS) team and reporting to the Director, Admissions and Student Services, the Admissions and Registration Assistant manages applications, admission, registration and status changes of applicants to and students registered in graduate programs in the School of Graduate Studies. The incumbent is responsible for these administrative processes for an alphabetical grouping of applicants/registered students which spans all graduate programs and departments.
KEY RESPONSIBILITIES:
- Assist the Director, Admissions and Student Services in an administrative capacity through all phases of the admissions cycle; duties include handling and responding to various types of correspondence from applicants (majority of which are sensitive or confidential in nature); preparation and distribution of correspondence and documents to graduate programs and other administrative offices, offers of admission/notices of refusal and document information and database management.
- Provide incoming and continuing students with information concerning the registration process.
- Provide accurate information to graduate departments, programs, and other administrative offices of the registration status of students and what documents may be required to register properly.
- Responsible for providing correct documentation to the Office of the University Registrar.
- Assist returning students with registration. Process and sign documents such as academic change forms, requests for changes to status, etc. on behalf of the Director, Admissions, and Student Services, referring only complicated cases forward to the Director for decision.
- Provide advice, information, feedback and support to students, staff and faculty regarding the rules and regulations of the School of Graduate Studies. Interpret policies and regulations, and suggest improvements or clarifications to procedures as deemed necessary.
- Perform general administrative duties, report preparation, correspondence/email, and organize mass e-mailings to applicants and students.
- Provide backup support for the other Admissions and Registration Assistants in their absences.
- Provide work direction, and technical/functional guidance to any casual staff. Assign work, and oversee its completion. Coordinate and monitor work flow.
- Respects diversity and promotes inclusion in the workplace.
- Undertake other duties as required in support of the Department
Type of Job: Full Time,
Hourly Wage/Salary: To be discussed
Hours: 35 hours per week
Closes: Dec 14, 2021
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