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Graduate Program Coordinator

Queen's University - 314263
Kingston, Ontario (CA)
56,789- 69,246
Closing date
Oct 11, 2023

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Job Details

A Brief Overview
The Faculty of Law is nationally and internationally recognized as a leading law school, with a distinguished record of outstanding teaching and research. In addition to offering interdisciplinary study opportunities as part of the JD program, the Faculty of Law also offers LLM and PhD programs that draw students from around the world. Reporting to the Director, Student Records and Enrolment and working closely with the Associate Dean (Graduate Studies), the Graduate Program Coordinator is responsible for the day-to-day operation and administration of the Faculty's graduate programs from admission to convocation and serves as the primary contact for prospective and current graduate students. The incumbent works collaboratively with colleagues within the Faculty and across the University (e.g. School of Graduate Studies and Postdoctoral Affairs and the Office of the University Registrar) to ensure effective program administration. The Faculty of Law is embarking on an exciting path to increase student enrolment and enhance our graduate programs. The Graduate Program Coordinator will provide exceptional support to the Associate Dean (Graduate Studies) to achieve these objectives and contribute to the overall reputation of the graduate programs and the Faculty.

The Faculty of Law seeks a motivated and skilled administrator for this highly visible position. If you have strong interpersonal and communication skills, experience working with individuals from diverse backgrounds and cultures, and are excited for the opportunity to promote our graduate programs to prospective students, foster a positive student experience and inclusive learning environment, and support the growth of our graduate programs, we invite you to apply today.
This position is the first point of contact on academic support matters within the department for students, prospective students, faculty and staff. This position advises students on academic program planning, course selection, program completion requirements, faculty regulation and policies and procedures. The position also provides program administrative support in areas such as recruitment planning and events, admissions, academic calendars, class lists, convocation and graduation.

Job Description
What you will do

  • Promotes the program to prospective students by attending events, and organizing and tracking other program recruitment activities.
  • Serves as the first point of contact for students, and/or faculty, departments, prospective students, parents of students, external and internal contacts regarding programs.
  • Advises students on academic program planning, course selection, registration, and program completion requirements.
  • Organizes and administers processes that relate to student progression such as processing applications, grade completion, eligibility to graduate, convocation etc.
  • Determines individual student eligibility for awards and/or scholarships.
  • Coordinates exams, including room bookings (thesis defences, midterms, oral exams etc.).
  • Participates in the development of co-curricular and/or experiential learning activities.
  • Ensures accurate recordkeeping of all student activities with the program.
  • Reviews transcript information for international or external applicants.
  • Collects data and prepares statistical reports, identifying trends and potential issues.
  • Refers students to the appropriate services for assistance (e.g., Student Wellness Services, Career Services etc.
  • Provides administrative, secretarial and/or procedural support for committee(s), including agenda preparation, scheduling meetings, minute taking, recording keeping, applicant review/assessment, interview scheduling, training, tracking of action items and deliverables.
  • Acts as a representative of the department and/or unit on committee(s).
  • Writes and posts updates on a variety of platforms, including social media accounts, internal Wiki’s, networking platforms, webinars, etc.
  • Develops a variety of orientation and/or promotional materials, assesses the effectiveness of materials.
  • Coordinates and organizes academic related events, including meetings, workshops, webinars, conferences, orientations, information and/or teaching sessions, and guest lectures.
  • Facilitates student recruitment for the program, by attending recruitment fairs, conferences and planning and hosting events etc.
  • Administers databases for budgets including scholarships, awards, fellowships, trusts, exchange programs, research accounts, travel funding etc. Pulls and reports on funding and/or budgets upon request.
  • Builds and maintains relationships with key stakeholders in other departments/units/industries.
  • Recommends revisions and/or maintains policies, procedures and/or handbooks.
  • Other duties as required in support of the department and/or unit.

Required Education

  • Four-Year Bachelor Degree or equivalent.

Required Experience

  • More than 3 years and up to and including 5 years of experience.
    • Experience working with diverse populations/equity deserving groups considered an asset. and

    • Experience 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.). and
    • Experience working at a post-secondary education institution considered an asset. and
    • Experience advising students considered an asset. and
    • Experience developing, coordinating and producing promotional and marketing material considered an asset. and
    • Experience planning, coordinating and/or managing events or promotions considered an asset. and
    • Experience in client and/or customer experience functions considered an asset. and
    • Experience in managing/developing strategic communication plans considered an asset. and
    • Experience in program analysis and reporting considered an asset. and
    • Experience in data, trend analysis and reporting considered an asset. and
    • 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.). and
    • Experience working in a comparable client-focused environment 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.


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.

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