Program Assistant, JD Studies

COVID 19 On-Campus Requirements

Prior to May 1 2022 the University required all students faculty staff and visitors (including contractors) to declare their COVID-19 vaccination status and provide proof that they were fully vaccinated or had an approved accommodation to engage in in-person University activities. These requirements were suspended effective May 1 2022 but the University may reinstate them at any point.

About Queens University

Queens University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research faculty administration engineering & construction athletics & recreation power generation corporate shared services and many more.

We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women racialized/visible minorities Indigenous/Aboriginal peoples persons with a disability persons who identify in the LGBTQ community and others who reflect the diversity of Canadian society.

Come work with us!

Applicant Guidance & Information

At Queens we are committed to helping people achieve their best. Whether you are beginning your career at Queens or seeking your next opportunity we are here to support you. Visit our Applicant Resources for guidance on applying showcasing your skills and experience and preparing for interviews.

Disclaimer: As part of the application process at Queens University our recruitment system uses Artificial Intelligence (AI) as defined under the Ontario Employment Standards Act to ask job-related questions and confirm eligibility for hire. All final hiring decisions are made using non-AI related processes.

Job Summary

The Faculty of Law is nationally and internationally recognized as a leading law school with a distinguished record of outstanding teaching and research and a high level of faculty staff and student engagement. The Faculty aims to support highly qualified students who will excel in law school become leaders in professional and community life and who are representative of the diversity of Canadian society. The Faculty is committed to creating a supportive community within the law school that fosters a welcoming diverse and inclusive working and learning environment. The Program Assistant JD Studies offers an opportunity to make a meaningful contribution to the student experience in the Faculty of Law at Queens University. Reporting to the Director of Student and Academic Services the Program Assistant JD Studies provides professional student-centred service and support to students faculty staff and members of the public. As a key member of the Student Services Team the Program Assistant JD Studies supports the daily administrative operations of the Faculty through frontline reception and administrative support. The incumbent will respond to and triage student inquiries and assist with a variety of student service and program administration activities. This includes supporting the administration of examinations coordinating shipping and courier services preparing and distributing the weekly student newsletter updating the website coordinating room bookings managing fob and locker assignments and payments administering award application processes including preparing materials for the Awards Committee and providing general program support. The Faculty of Law seeks a dedicated and organized individual with strong interpersonal and communication skills who is excited for the opportunity to work with a team of committed professionals and administrators.
This position acts as a first point of contact and answers redirects or escalates program administration questions from faculty staff parents and/or students. This position provides administrative support including scheduling meeting coordination preparing agendas minutes data entry filing reception mail distribution printing and distributing materials updating directories and/or maintaining office supplies. This position generates a variety of program documents including reports agendas meeting minutes letters of permissions and/or correspondence. This position also assists with planning program events.

Job Description

What you will do
Acts as a first point of contact and answers redirects or escalates program administration questions from faculty staff parents and/or students.
Provides administrative support including scheduling meeting coordination preparing agendas minutes data entry filing reception mail distribution printing and distributing materials updating directories and/or maintaining office supplies.
Generates a variety of program documents including reports agendas meeting minutes letters of permissions and/or correspondence.
Supports the exam process through scheduling arranging accommodations securing and setting up rooms providing supplies using grading software scheduling proctors and/or submitting final grades.
Records and follows-up on the collection and/or distribution of evaluations.
Assists with planning and/or executing of events including learning events seminars academic sessions training sessions conferences video-conferencing rounds orientations parties and/ or retreats.
Maintains and updates department website and/or community website.
Administers and tracks key fobs.
Administers scholarship program including call outs receiving and distributing funds.
Performs accounting and bookkeeping activities including invoicing expenses accounts payable deposits accounts receivable and reconciliations.
Other duties as required in support of the department and/or unit.

Required Education
Two-Year Community College Diploma.

Required Experience
More than 1 year and up to and including 2 years of experience.
oExperience in client and/or customer experience functions considered an asset.
oExperience with providing administrative support considered an asset (e.g. document editing proofing formatting and production data entry scheduling/coordinating meetings and/or travel arrangements receiving/relaying messages etc.).
oExperience working with diverse populations/equity deserving groups considered an asset.
oExperience planning coordinating and/or managing events or promotions considered an asset.
oExperience with operating systems technologies considered an asset (e.g. Linux OS Windows OS AD Forests Domains Trusts DNS DHCP Group Policy and Organizational Units VMware VM backups tools etc.).
oExperience working at a post-secondary education institution considered an asset.
Consideration will be given to an equivalent combination of education and experience.

Job Knowledge and Requirements
Knowledge and insight of practical methods techniques and work processes that is typically acquired through a combination of technical training and/or work experience.
Provide information that requires technical or administrative explanation or interpretation.
Attempts to resolve a difficult or challenging interpersonal situation or overcome resistance to gain cooperation before referring to others.
Manage own work effectively and follows through on commitments using the available resources.
May distribute work to deliver objectives on time and to the highest standard and help others access resources to support goal achievement.
Resolve recurring problems and situations using established procedure and guidelines.
Bring forward problems obstacles or challenges to work completion in a timely manners so deadlines continue to be met.
Break down concrete issues into parts and selects best solution from clear alternatives and past practices.
Acknowledge and respect diverse cultural traditions and beliefs.
Question attitudes comments and behaviours which are discriminatory and seeks out appropriate resources to remove these from the workplace.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queens is strongly committed to employment equity diversity and inclusion in the workplace and encourages applications from Black racialized persons Indigenous people women persons with disabilities and 2SLGBTQI accordance with Canadian Immigration requirements priority will be given to those who are legally eligible to work in Canada.

The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code including those with disabilities. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at .