Reporting to the Department Manager and taking direction from the Department Head and Chair of Undergraduate Studies and the Chair of Graduate Studies, the Academic Programs Assistant is responsible for the daily administration, operation and ongoing development of the undergraduate and graduate programs in Art History following provincial, university, faculty, and departmental policies and guidelines. This position provides program support in the areas of admissions, timetabling, registration, course enrolment, academic advisement in accordance with the regulations administered by the Faculty of Arts & Science, course evaluations, exams, academic and grade changes, graduation, awards, and record keeping.
As the administrative resource for all academic program inquiries for undergraduate and graduate students, the incumbent serves as program liaison with the Department faculty/staff, other academic units, Faculty of Arts and Science, the University Registrar’s Office, and the School of Graduate Studies including serving on ARTH program related committees.
• Acts as the program administrative resource person working flexibly across undergraduate and graduate programs, including providing assistance to faculty and instructors on relevant University, Faculty and Departmental policies and procedures related to undergraduate and graduate programs, including the preparation of syllabi, grading, and academic integrity; researching and/or synthesizing answers to questions and solving administrative problems within guidelines. Keep Department Manager advised and aware of important matters and refer complex and/or sensitive matters.
• Provides detailed information about ARTH academic programs as well as general information about the department and faculty members to current and prospective students, as well as visitors. Act as the main liaison between applicants, the School of Graduate Studies and faculty members.
• Serve as primary student academic advisor, under the direction of the Undergraduate Chair and Graduate Chair, maintain current knowledge and comprehensive understanding to respond to all inquiries and advise on University, Faculty and Department policies, procedures and regulations pertaining to personal and academic issues. Academic advising to ARTH students includes: academic planning, course selection to meet degree plan requirements, study status, registration processes, setting up appointments with FAS Academic Advisors, and discussion around possible solutions to course substitutions and time-tabling issues, administering change requests for adding or dropping courses, overwriting pre-requisite, co-requisite requirements, class enrolments, etc. Enters approved changes to student’s on-line registration. Review applications and prepares preliminary documentation for potential transfer students and submits to the Undergraduate Chair for decisions.
• Refers students requiring special assistance with accommodations and academic considerations, and refer to appropriate university support services for crisis or personal counselling, health concerns, career questions, departmental advice or financial assistance.
• Administers and co-ordinates all aspects of the graduate program, including academic related processes: review and verify documentation for application process, admissions, grad funding, degree plan and course enrolment processes including add/drops in PeopleSoft, TA selection process, timetabling, grades submission and reporting, and degree completion. Conduct follow-ups on students’ status to ensure the completion of their program in a timely fashion. Organize thesis defenses by contacting examiners and Chair, room scheduling and notices; process degree completion forms; submission and reporting of grades, and assist in organizing supervisors/co-supervisors for graduate students. Inform the Graduate Chair if problems occur, seeking advice only when resolving unusual or complex problems.
• In consultation with the Undergraduate Chair, aids with the preparation of the list of course offerings and timetable submission and assists with the submission of curriculum and calendar revisions to the Faculty of Arts and Science (new courses, revised course descriptions, deletion of information, changes to program requirements etc.), ensuring adherence to the format and deadlines established.
• Assists with the coordination of the ARTH program’s study abroad options, including, but not limited to, the Venice Summer School.
• Compiles, with the appropriate Chairs, and processes the application packages for major internal and external scholarship competitions at the graduate level, as well as the undergraduate student award processes, ensuring that the relevant criteria and documentation requirements are met for all applications.
• Informs faculty and graduate students of other awards and scholarships available including thesis bursaries, student awards funding and co- ordinates the application process.
• Designs, implements, and manages filing systems, ensuring that information is accurate, current, and meets university retention policy standards.
• Acts as instructor, course, and TA evaluations coordinator, including the University Survey of Students Assessment of Teaching (USAT) and Queen’s Survey of Students’ Experience of Teaching (QSSETS), distributing evaluation packages to student Year Reps. Verify USAT information and ensure deadlines set by the Registrar’s Office are followed.
• Updates relevant student handbooks and contributes to website content, particularly in relation to course offerings, and information on undergraduate and graduate program pages.
• Verify accuracy of the spring and fall degree lists, i.e. eligibility to graduate, honour standings for the Undergraduate Chair’s approval. Coordinate course mark submissions to the Faculty of Arts & Science office.
• Serves as backup recording secretary to Art History Committees, including organizing, attending, and taking minutes of meetings, as required.
• Develop and maintain electronic information systems and databases; coordinate information, maintain student academic records on-line through PeopleSoft and student files with progress through undergraduate and graduate program, class lists, e-mail listserv, files on admissions, registered students, and former students, particularly at the graduate level.
• Maintain a historical record of courses taught, student enrolment statistics for future planning purposes using PeopleSoft Student queries, and faculty teaching assignments, for program review, planning, and development in ARTH.
• Assists in the coordination of graduate student TA preferences in consultation with the Department Manager and Graduate Chair. Initiates contact between TAs and their faculty supervisors. Assists with the planning and execution of TA/TF orientation. Communicates with TAs/TFs and staff new hires regarding Queen’s mandatory training; track training completion and file training records.
• Promote equity, diversity and inclusion in the workplace.
• Undertake other duties and support special projects as assigned by the head, chairs, or manager in support of Department.
• Three-year post-secondary diploma in a relevant field. Undergraduate degree preferred.
• Previous (3-5 years) relevant experience in a responsible administrative position, that involves advising and providing communications to clients, preferably in an academic student environment.
• Comprehensive knowledge of Queen’s undergraduate and graduate admissions, academic regulations, policies, procedures, degree requirements within the School of Graduate Studies, and student support services is considered an asset.
• Advanced computer skills and experience, with proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), PeopleSoft (HRAdmin, StudentAdmin, Finance and FAST), Solus, and various database programs.
• Satisfactory Criminal Record Check.
• Consideration may be given to an equivalent combination of education and experience.
• Excellent communication (written and oral) and interpersonal skills to interpret regulations and degree requirements and convey this information accurately to students, combined with a demonstrated ability to interact professionally with a variety of individuals at various levels of the organization and in various contexts.
• Commitment to student engagement and success.
• Capacity to synthesize information from multiple sources and communicate that information to appropriate audiences, including administrative procedures and regulations as well as academic program requirements.
• Excellent organizational, time management and planning skills, including the ability to multi-task, anticipate, and set priorities under pressure to meet competing deadlines involving the academic program cycle within a fast-paced environment with multiple interruptions.
• Experience working effectively in a team.
• High level of diplomacy, tact and discretion in dealing with sensitive and confidential matters relating to applicants and students.
• Comprehensive knowledge of Microsoft Windows environment: Office (Word, Excel, PowerPoint), and WebPublish, CMS, web navigation. Working knowledge of the University systems, with the ability to adapt to changing hardware and software systems in use within the department and university
• Attention to detail to ensure that documents and information are complete and accurate.
• Knowledge of accounting practices and ability to synthesize and organize financial information.
• Analytical and problem-solving skills to resolve administrative problems, contribute to improving overall efficiency with the undergraduate and graduate programs.
• Ability to participate in relevant training and development as necessary for carrying out duties and responsibilities.
• Make daily operational decisions relevant to the position, judging when complex problems should be brought to the attention of the Undergraduate and Graduate chairs or manager with recommended solutions.
• Assess requests and determine information to be provided to potential applicants, students and others who require assistance. Decides the appropriate action required for students who have an academic problem or query and when to refer the student to next level support.
• Assesses student academic record and advises students on course selection, eligibility for course requests and progress through program.
• Assesses degree eligibility, including checking for total credits, exclusions and outstanding letters of permission or other grades for the Undergraduate Chair or Graduate Chair's approval.
• Decide the appropriate action required for students who have an academic problem or query, determining the urgency of student needs, and when to involve the Undergraduate Chair or appropriate advisors. 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.
• Determine most appropriate information to be included in correspondence to ensure key points are addressed, including determining when and if to release grade information ensuring conformity with the Registrar's policies and the Freedom of Information and Protection of Privacy Guidelines.
• Make recommendations regarding administrative procedures, including proposing changes to admission and recruitment policies or practices. Participate in implementing changes. Identifies course calendar changes required and advises the Department Manager.
• Prioritize work and time – respond to general inquiries; provide a means to finding an answer or re-direct inquiries only as required.
• Participate in implementing changes. Identifies course calendar changes required and advises the Department Manager.
• Determine which communication methods will be the most effective to engage audience.
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