Reporting to the Department Manager, and also taking direction from the Head and the Undergraduate Chair, the Undergraduate Program Assistant is primarily responsible for the ongoing development and the daily administration/operation of the undergraduate program in Art History. The Undergraduate Program Assistant acts as undergraduate liason for the Art History Program with both the Faculty of Arts and Science and the University Registrar’s Office.
Undergraduate Student Records
- Administer change requests for adding or dropping courses, overwriting pre-requisite, co-requisite requirements, class enrolments, etc.
- Enter approved changes to student’s on-line registration.
- Review and verify all student prerequisites and consults the Undergraduate Chair regarding any waivers.
- Maintain class lists, e-mail listserv, and student academic records on-line through PeopleSoft.
- Assist students with pre-registration and on-line registration.
- Review applications and prepare preliminary documentation for potential transfer students and submit to the Chair for decision.
- Maintain secure electronic filing and record keeping.
- Provide academic advising for undergraduate students including academic planning, course selection to meet degree plan and requirements, and registration processes. In addition, provide direction from an academic perspective by referring students to appropriate units within Queen’s University.
- Maintain student files with progress through program (e.g. up-to-date audit form); maintain a current knowledge and comprehensive understanding to respond to all inquiries and advise students on University, Faculty and Department policies and procedures pertaining to personal and academic issues (e.g., advising faculty on Faculty of Arts and Science procedures related to academic integrity);
- Prepare draft degree list and contact ineligible candidates in advance of the Winter term deadlines for adding courses.
- Identify potential applications for undergraduate scholarships and awards.
- Handle initial student e-mail inquiries for academic advice, update departmental information (i.e. faculty office hours, academic advisors, etc.), and provide information to students as required.
- Prepare forms for signature and/or compose appropriate correspondence for one’s own signature or the signature of the Undergraduate Chair or Head, as required.
- Provide assistance to the Undergraduate Chair and Head on preparation of the list of undergraduate course offerings each year.
- Provide and input data for courses to Timetabling (e.g. instructor preferences, tier request, forced times for labs, seminars and department meetings).
- Ensure approved timetable is posted on the website and forwarded to faculty and staff. Responsible for ensuring the department’s undergraduate program content is up to date on the website, liasing with the web updater, and creating content & updates, as required.
- Responsible for planning and coordinating the booking of rooms for mid-term exams, special needs exams, guest lectures, etc., particularly but not exclusively for the undergraduate program.
- Handle all aspects of the annual course instructor evaluation process.
- Coordinate all undergraduate exams to ensure that deadlines set by the Exams office are met. Ensure marks are submitted via PeopleSoft for all UG courses. Responsible for the submission of all curriculum and calendar revisions to the Faculty of Arts and Science (new courses, revised course description, deletion of information, changes to program requirements etc.) ensuring format and deadline are adhered to.
- Maintain a historical record of courses taught, student enrolments, faculty teaching assignments, etc. and track academic trends and enquiries for program review and development.
- Produce reports at the request of the Head, Undergraduate Chair and as required by professors, using PeopleSoft, Solus, and Tableau.
- Provide assistance and coordination of the Venice Summer School (making bookings, coordinating travel, logistics, fee collection, poster creation, etc.) and support undergraduate off-campus learning programs or initiatives.
General Office support/Assistant to the Head
- Provide support to faculty and staff as needed, act as general receptionist, maintain department listserv, and provide support to Graduate Chair areas during peak periods and absences.
- Assist the head with managing annual Art History meeting schedule, collecting agenda items, and minute-taking and other duties as assigned.
- Serve on the Undergraduate Committee, take minutes for this and other ad hoc committees, as required.
- Update all directories (in hallways, etc.), update mailboxes, responsible for photocopier supplies and troubleshooting, arrange courier packages, and provide general assistance.
- Serve as the department’s IT Admin/telecom rep.
- Undertake other duties as assigned by the Office Manager or Department Head, including support for special projects and events.
- Completion of a post-secondary degree program, preferably in Arts & Science, combined with 3 years of previous relevant experience.
- Thorough knowledge of academic regulations and undergraduate degree requirements with a broad knowledge of the university and available resources considered an asset.
- Proficient with computers and a variety of software packages including MS-Word, Excel, and PeopleSoft (Student/HR and Solus)
- Strong human relations, interpersonal and communication skills.
- Strong ability to plan, and a consistent focus on detail and accuracy in all aspects of work.
- Satisfactory Criminal Record Check and Vulnerable Sector Check.
- Promotes diversity and inclusion in the workplace.
- Consideration may be given to an equivalent combination of education and experience.
- Ability to take initiative, work with minimal supervision, make independent decisions and administer the program with tight deadlines and frequent interruptions.
- Strong oral and written communication skills to interpret regulations and degree requirements and convey this information to students.
- Strong interpersonal and verbal communication skills to independently deal with a variety of individuals, to provide clear and accurate information.
- Comprehensive knowledge of a Microsoft Windows Environment; Microsoft Office (Word, Excel, PowerPoint). Working knowledge of the University online systems (PeopleSoft and Solus). Ability and willingness to adapt to new technology.
- Knowledge of undergraduate and graduate programs also an asset.
- Strong writing, editing and proofreading skills with an ability to pay attention to detail and accuracy.
- Ability to maintain strict confidentiality regarding often-sensitive information. Adhering to protocols regarding the Freedom of Information and Protection Act.
- Excellent organizational and time management skills, in order to deal with conflicting demands, external deadlines, and frequent interruptions.
- Analytical and problem-solving skills to resolve administrative problems, enhance policy decisions, and improve overall efficiency with the undergraduate program.
- Independently initiating and preparing responses to inquiries (including email, letter, internal memoranda, and telephone) and referring only complex problems.
- Advising current and prospective students on program matters, ensuring university policies, procedures and regulations of the Faculty of Arts & Science.
- Deciding when changes are needed to existing procedures, and making appropriate recommendations.
- Decides the appropriate action required for students who have an academic problem or query and when to involve theUndergraduate Chair.
- Decides student needs and prepares the forms for signature and/or composes appropriate correspondence for one’s own signature or the signature of the Undergraduate Chair.
- Reviews student academic record and advises students on course selection, eligibility for course requests and progress through program.
- Determines what information to reveal regarding confidential material such as medical notes and special needs assessments. Judges when and if to release grade information ensuring conformity with the Registrar’s policies and the Freedom of Information and Protection of Privacy Guidelines.
- Facilitates resolution of student difficulties in a timely, compassionate fashion; refers students as needed, including making appointments for them in crisis situations.
- Identifies calendar copy changes and ensures appropriate approval is received.
- Determines own work priorities and schedules own work.
- May make decisions on behalf of the Undergraduate Chair.