ID: 18336
Graduate Program Assistant MPH Program
Queens University - Kingston, ON
Website: https://www.queensu.ca/
Education/Training/Certifications
REQUIRED QUALIFICATIONS:
- Two-year post-secondary program in business administration
- Previous experience (2-3 years) in an administrative role
- Comprehensive computing skilling including advanced knowledge of Microsoft Office suite and the ability to adapt to emerging technology
- Previous experience with PeopleSoft is considered an asset
- Familiarity with a broad range of University policies and procedures and a sound knowledge of the University’s administrative, financial, academic and governance structures is considered an asset
- Consideration may be given to an equivalent combination of education and experience
SPECIAL SKILLS:
- Respects diversity and promotes equity and inclusion
- Strong oral and written communication skills to support program correspondence
- Strong customer service focus; ability to meet the needs of a broad range of internal and external audiences both professionally and effectively with a proven ability to establish and maintain effective working relationships with others by working cooperatively to accomplish shared goals and objectives. Values the diversity of others and their perspectives. Ability to anticipate problems and devise solutions independently
- Excellent time-management and organizational skills, with the ability to juggle conflicting priorities flawlessly and to work within tight timeframes of demanding workload; document program activities and maintain current program information
- Interpersonal skills for interacting with individuals in a helpful and professional manner; demonstrated conflict resolution skills; ability to anticipate program needs and requests, and to provide recommendations for action or instruction
- Discretion in handling confidential materials such as course evaluations, marksheets, medical notes, personal issues
- Analytical and problem-solving skills to resolve administrative problems, enhance policy decisions
- Ability to work independently and organize their day
- Knowledge of social media platforms
DECISION MAKING:
- Responds to numerous inquiries and makes decisions to determine answers and/or redirect complex problems to appropriate individual/department. Provides follow-up as necessary, ensuring matters are handled promptly
- Makes frequent independent decisions relating to the most effective and appropriate means of providing administration support
- Provides solutions and/or recommended action plans
- Determines work priorities
- Determines content of draft correspondence
- Provides information and advice to students, staff, and Determine the best way to present answer and appropriate action and determines when to involve the Program Director or Department Head.
- Determines what information to reveal regarding confidential materials, such as medical notes, marks etc. ensuring conformity with the Registrar’s policies and the Freedom of Information and Protection of Privacy
- Determine appropriate content and format for program promotional material and website
Position Requirements
Reporting to the Department Head of Public Health Sciences, the MPH Graduate Program Assistant is responsible for the daily administration and operation for the Master of Public Health (MPH) program within the Department of Public Health Sciences. The incumbent acts as a departmental resource person for the MPH program and is responsible for important customer/client service functions with program students and stakeholders. The Graduate Program Assistant may also receive guidance from the MPH Program Director.
KEY RESPONSIBILITIES
- Act as program liaison and departmental contact for students, faculty members and stakeholders
- Respond to student and program inquiries and escalate necessary inquiries to the Program Director; maintain documentation on how to respond to student
- Provide administrative support to the program and related committees including preparation of agenda and back-up materials, compilation and research of information
- Schedule all undergraduate and graduate course offerings for the department and provide confirmation of classroom availability. Compile faculty requests for course scheduling for Department Head approval. Post timetables for students online. Send requests to faculty for dates for mid-terms, final exams and major projects identifying any conflicts. Occasionally schedule and proctor exams for students receiving special accommodation
- Coordinate QSSET evaluations by informing faculty, Adjunct instructors and students of rules, regulations and procedures. Ensure evaluations are completed by deadlines and returned to QSSET
- Assist with registration and enrolment of students. Perform manual course pre- enrolment using block enrol for specialized courses/Independent Study and all mini- stream courses. Maintain all registration records and communications related to registration (e.g. special permission/exceptions). Keep up to date files on academic courses including examinations, courseware, course outlines and course summaries. Prepare course summaries for posting
- Develop and maintain electronic information systems and databases for the MPH Program ensuring that information is accurate, current, and meets university retention policy standards; coordinate information, maintain student academic records on-line through PeopleSoft and student files with progress through undergraduate class lists, e- mail listserv, files on admissions, registered students, and former students
- Administer admission and registration of MPH graduate students, and student services such as career assistance. Duties may include researching and gathering data, organizing information into a useable form, disseminating and communicating knowledge, ensuring ease of access to resources or services, and providing general administrative support and liaison functions
- As a member of the PHS Communications Committee help design/ implement communications strategy; decide tactics/ timelines for communicating with external audiences; create targeted communications products; maintain/ strengthen the Department website; and assist with organizing special events on behalf of the Department
- Ensure vacation is entered in PeopleSoft accurately for the Department and Financial Administrator and act as back up
- Advise students about eligibility and application procedures for scholarships
- Manage the tuition remission process for graduate students from KFL&A Public Health, with whom we have an affiliation
- Undertake other duties and support special projects as assigned by the Head, or Program Director
Type of Job: Contract, Full Time,
Hourly Wage/Salary: To be discussed
Hours: 35 hours per week
Closes: Apr 20, 2022
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