Academic Operations Coordinator

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 Queen's University

Queen’s 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 Queen's, we are committed to helping people achieve their best. Whether you are beginning your career at Queen's 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 Queen's 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

A Brief Overview

Reporting to the Director of Academic Operations and working closely with the Program Manager, Certificate in Business, this position is responsible for implementing and maintaining systems in support of admissions, timetabling, enrolment, academic advising, auditing, academic progression, and eligibility to graduate. The role provides technical expertise and helps to resolve system issues faced by students, staff, and faculty. The incumbent is relied upon to monitor and capture data, and build useful reports, queries, and dashboards. This position drives the annual production of the academic calendar, which includes certificate regulations, policies and procedures, course catalogue, and sessional dates. This role is responsible for the administration of online, proctored assessments for all undergraduate courses. At times, the incumbent will be required to work outside of the normal work week in support of online, proctored assessments. This role is the main contact for all Certificate in Business instructors and responsible for the faculty handbook and orientation to the logistics of teaching in the certificate. The incumbent assists, and may be assigned duties from, the other teams in the Commerce Office during peak periods and as required.

This position coordinates the development of online and print marketing and/or participates in recruitment events to attract students to the undergraduate program. This position supports admissions, enrollment and registration processes and is the academic advisor for undergraduate students. This position also serves as the main resource to faculty and students for departmental policies and procedures.

Job Description

What you will do

• Coordinates the development of online and print marketing.


• Organizes and participates in recruitment events or related activities to attract students to the undergraduate program.


• Responds to inquiries about the program from students, prospective students, parents, etc.


• Acts a resource person to faculty and students with questions regarding departmental policies and procedures.


• Acts as the primary resource and manages the process for admissions, enrollment and registration.


• Provides academic advising for undergraduate students.


• Monitors student progress, implementing plans where appropriate and communicating with individuals.


• Refers students to other student services (i.e., Student Wellness, Career Services, etc.).


• Generates and monitors graduation list.


• Facilitates website page updates.


• Manages and coordinates administrative matters relating to the delivery of special projects within the undergraduate offices.


• Acts as the timetabling administrator, ensuring conflict free and accurate scheduling, room bookings, calendar revisions and departmental posting.


• Manages coordination of distance exams.


• Manages departmental files.


• Provides daily administration and operation support to the program, including preparing correspondence and taking on secretarial duties in meetings.


• Provides input to yearly academic program selections.


• Acts as the departmental liaison with other departments.


• Other duties as required in support of the department and/or unit.

Required Education

• Four-Year Bachelor Degree or equivalent.

Required Experience

• More than 2 years and up to and including 3 years of experience.
• Experience in data, trend analysis and reporting considered an asset.


• Experience with software and web technologies considered an asset (e.g., ServiceNow, Customer Relationship Management (CRM), other software packaging, etc.).


• Experience with learning management system functionalities and standards is considered an asset.


• Experience in writing, interviewing, reviewing, editing and/or proofreading internal and/or external communications and documents considered an asset (e.g., social media, policy manuals, newsletters, handbooks, legal documents, forms/templates, blogs, training/reference materials, technical documents, webinars, etc.).


• Experience in client and/or customer experience functions considered an asset.


• Experience in planning and/or managing projects considered an asset.

Consideration may be given to an equivalent combination of education and experience.

Job Knowledge and Requirements

• Practical and applied knowledge of specialized methods and processes that are typically acquired through a combination of technical or academic qualification and/or work experience.


• Provide consultation and advice on non-straightforward and/or complex issues.
  


• Interaction with others typically requires interpersonal skills and the ability to understand and influence.


• Adapt messages to meet the needs of the intended audience.
  


• Build relationships, trust and credibility.
  


• Manage own work and may train and review the work of casual employees, work study students and/or volunteers, to see commitments through to completion.


• Contribute to setting work priorities and direction, supporting the team in achieving goals and objectives.


• Participate in project team meetings and develop individual project plans.


• Lead procedural or technological change within a unit.


• Identify new problems and seek information and input to fully understand the cause of problems.


• Identify opportunities to improve the effectiveness and efficiency of work processes.


• Draw logical conclusions and provides opinions and recommendations.


• Research equity, diversity, accessibility and inclusion resources and best practices relevant to the job and unit operations in order to inform evidence-based planning.


• Commitment to principles of equity, diversity, accessibility, inclusion, Indigenization and human rights for equity deserving groups.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen's 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+ persons. In 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 hradmin@queensu.ca.