International Programs Assistant - Jobs in Kingston, ON

Job Description

About Queen's UniversityQueen’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!Job SummaryThe International Programs Office (IPO) is a centralised service reporting directly to the Office of the Vice-Provost, International. We administer, and signpost students (predominantly undergraduates in the Faculty of Arts and Science) to, a wide range of study abroad experiences and we also coordinate funding for several inbound and outbound programs. In the IPO we value equity, diversity, inclusivity, and Indigenization, and believe in the ability for international learning to be a transformational moment in a student’s academic, personal, and professional journey. We have a particular focus on centring the student experience at the heart of our decision-making and we have a passion for service.Reporting to the Manager, International Programs Office (‘Manager’), the International Programs Assistant (‘Assistant’) is responsible for providing guidance and information to students, faculty, and staff about international mobility programs at Queen’s University, predominantly at the undergraduate level in the Faculty of Arts and Science. The Assistant will support the administration of the Arts and Science exchange program, international letters of permission, the International Studies Certificate, and other Queen’s study abroad programs. The Assistant provides administrative support to the IPO, which includes preparing and filing correspondence, collecting and collating data, and scheduling. The Assistant will provide support in the marketing and communication of study abroad programs and will be involved in the development of resources and programming to support the successful planning, application, preparation, participation, and re-entry of students in study abroad programs.This is a unique opportunity for an individual who is excited by who we are and what we do, with strong interpersonal skills, a high level of intercultural awareness, and a commitment to anti-oppression, coupled with excellent administrative skills. If you feel that your experience and interests match the position as we have described it, we encourage you to apply!Note: This position will require the incumbent to work occasional evenings and/or weekends as required.Job DescriptionKEY RESPONSIBILITIES

• Provide administrative support to the staff and programs of the IPO, which includes supporting the recruitment and admission processes and facilitating student participation in IPO programs. Duties include scheduling meetings and appointments, providing support for events, collecting and collating data from Qualtrics, sending out documents and maintaining records ensuring information is stored in compliance with the university’s Records Retention Schedules.
• First point of contact for the IPO creating a positive and inclusive environment for students, staff, faculty, external partners, and the public. Triage inquiries and provide information, support and resources regarding study abroad opportunities, redirecting more complex inquiries as appropriate.
• Provide clerical support in the day-to-day operations of the office such as preparing and filing correspondence, performing data entry and word processing functions, scheduling appointments for IPO staff, copying, sorting and distributing mail, and maintaining and ordering an inventory of office equipment and supplies.
• Assist in the development of student-facing resources and programming for study abroad opportunities, including information and education events such as the Exchange Fair and Incoming Student Orientation, infographics, and webinars.
• Create content for, and update, the IPO’s TV screen, website, social media accounts and other communication and marketing channels on a regular basis. Verify accuracy of information and recommend changes, as required.
• Create meeting agendas and take minutes.
• Act as the departmental timekeeper.
• Serve as the departmental telecommunications and IT representative.
• Undertake other duties as assigned in support of the International Programs Office.

REQUIRED QUALIFICATIONS

• Two-year post-secondary program in business administration or a relevant field.
• Previous experience (2 to 3 years minimum) working in an administrative or service environment, preferably with students.
• Previous experience in an international study environment and in working effectively and independently within a culturally diverse environment.
• Demonstrated experience with web publishing software and social media platforms such as Facebook, Twitter, and Instagram, as well as design programs such as Canva.
• Knowledge of the university and its structure, policies and procedures is considered an asset.
• Familiarity with PeopleSoft, acQuire, and Qualtrics is considered an asset.
• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS

• Superior interpersonal and communication skills, both verbal and written, to effectively and appropriately communicate with diverse individuals. Ability to convey information in a clear and concise manner.
• Strong level of intercultural awareness, with knowledge of and sensitivity to human rights, diversity, equity, Indigenization, inclusion and anti-oppression.
• Excellent computer and office skills, including excellent word processing, spreadsheet, and database applications as well as an ability to learn new software.
• High degree of initiative and ability to work both independently and as part of a team.
• Demonstrated attention to detail when working with high volumes of information and multiple stakeholders.
• Excellent time management skills including the ability to perform multiple tasks in a busy work environment and to focus and complete tasks promptly despite varied duties and frequent interruptions.
• Strong writing, editing and proofreading skills.
• Effective analytical and practical problem-solving skills to help resolve administrative and service issues and make appropriate recommendations.
• Ability to maintain strict confidentiality, discretion and empathy when dealing with sensitive student issues.

DECISION MAKING

• Determine priorities with conflicting deadlines, decide on how to deal with new information at hand.
• Exercise appropriate judgement to determine when an issue needs to be escalated/referred to other staff in the IPO or redirected to another office, with appropriate recommendation for solution where relevant.
• Provide appropriate and accurate information to students, staff and faculty who require suggestions or data. Determine the best way to present answer and seek out further input.
• Determine content for correspondence, report summaries, minutes within guidelines.
• Make recommendations regarding office administration procedures and help implement changes.
• Resolve problems within guidelines, referring only unusual or critical situations to senior staff.

Employment Equity and Accessibility StatementThe University invites applications from all qualified individuals. Queen’s is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Aboriginal Peoples, persons with disabilities, and persons of any sexual orientation or gender identity. In accordance with Canadian Immigration requirements, priority will be given to Canadian citizens and permanent residents.The University provides support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant's accessibility needs. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at hradmin@queensu.ca.SkillsReference 208025