The Centre for Neuroscience Studies is a multidisciplinary research centre which spans many departments and several faculties. The goal of the Centre is to promote and expand world class neuroscience research and education at Queen’s University. Connected Minds is a Canada First Research Excellence Fund (CFREF) awarded to Queen’s University by the Government of Canada. The vision of this collaborative initiative between York and Queen’s Universities is to co-create and co-lead socially responsible, community engaged research that produces innovative technologies, policies and regulations that optimize the benefits and mitigate the risks of the new techno-social collective in support of achieving research excellence.

Reporting to the Centre for Neuroscience Studies (CNS) Operations Manager, the Training and Teaching Administrative Assistant will work closely with the Vice Director of Connected Minds at Queen’s University. The Training and Teaching Administrative Assistant will coordinate trainees and research projects as well as teaching endeavours, in particular the micro-credentials programs. This individual will also provide support to the neuroscience graduate program and will work closely with the graduate program administrator. The incumbent will work closely with program managers of other trainee programs across campus to support the students who are receiving CFREF support.

KEY RESPONSIBILITIES:
• Keeps abreast of policies, procedures and other relevant information from the School of Graduate Studies and uses this information to guide all other aspects of their work, and collaborations with students, faculty, and graduate coordinators from various programs on campus
• Through database management, responsible for the tracking of the admission process, status of applicants, inquiries to program, student progress
• Responsible for assisting graduate students in submitting applications for funding and keeping abreast of requirements from CFREF to keep them informed of internal procedures related to funding submissions
• Responsible for administering the registration of students into the Neurotech Microcredential Program. Works with the Financial Coordinator to validate information to ensure appropriate payment and reconciliation of tuition fees
• Will work with the Lead of Microcredentials to assist TAs with their workload for marking and grading of microcredential courses
• Will be responsible for issuing certifications upon completion of microcredential courses
• Maintains database related to student funding and communicates with students regarding their funding packages
• Communicates directly with students in various programs who are engaged with CFREF to respond to their questions and concerns about the program
• Works closely with the Faculty Graduate Coordinators to ensure that concerns are addressed in a timely fashion
• Responsible for responding to inquiries, acting as a resource person and being the first line of contact for current and prospective students into the Connected Minds program. Responsible for preparing recruitment materials including banners, posters, brochures, and attending recruitment events and activities
• Maintains the Connected Minds and Neurotech Microcredentials websites and ensures that information posted on the School of Graduate Studies website is aligned
• Performs administrative duties including preparing sensitive correspondence pertaining to either the Connected Minds or Neurotech Microcredentials programs
• Distributes, collects, and organizes course evaluations and summarizes this evaluation for instructors. Oversees the collection of exit surveys for all students and summarizes this information annually
• Assists in ensuring that the stipulations of the PSAC Collective Agreement are implemented. Works with the Financial Coordinator on the financial aspects of Teaching Assistants and coordinates financial transactions for these TA positions
• Validates TA information for processing and ensures student contracts are provided to the various departmental administrators
• Responsible for preparing agendas and taking minutes for regular meetings with both training programs (Connected Minds and Neurotech Microcredentials)
• Undertake other duties as delegated in support of the Centre

SPECIAL SKILLS:
• Excellent interpersonal and communication skills (verbal and written) for liaison duties with a wide variety of people from every level of the university structure and outside of the university
• Ability to adhere to confidentiality policies
• Organizational and time-management skills, in order to coordinate work
• Knowledge of university procedures, policies, and regulations and how they impact the functioning of the department
• Analytical, interpretive, and problem-solving skills
• Incumbent problem solves when able and knows when to refer problems to supervisor
• Advanced administrative skills, including proficiency in a variety of software packages, most recent Windows environment and Office Suite of products (i.e Word, Access, Excel, PowerPoint, Outlook). Ability to learn and implement new technologies

DECISION MAKING:
• Makes recommendations for the implementation of revisions to administrative procedures related to M.Sc. and Ph.D. students. Determines, at the initial stage, the suitability of potential graduate students according to program requirements
• Provide information to students, staff and others who require suggestions or data
• Determine best way to present answers and decide whether questions should be redirected to others
• Monitor completion of student records in relation to academic progress and applications, informing the operations manager of potential conflicts
• Prioritize work and time and decide what the most important task among several is
• Decide how to deal with new information at hand. If appropriate, report on data and decide best format for distribution