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Administrative Assistant - Academic - Contract / Contrat

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Queen's University

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Industry Sector: Social Services/Education / Services sociaux/ Éducation

Organization Description:

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!

Job Listing #5778

Administrative Assistant - Academic • Contract / Contrat

Date Posted: 30 Jun 2020

Application Deadline: 14 Jul 2020

Location: Kingston and Surrounding Area

Category: Clerical/Administrative / Administration/Travail de bureau

Hours Per Week: 35

Pay Rate: Salary / Salaire 45,001 TO 55,000

Language Requirements: English / Anglais

Job Description:

Reporting to the Manager, Student Services, the Administrative Assistant – Academic provides administrative support to the Student Services Division. This includes responding to enquiries from current and former students, parents, faculty members and staff in various administrative offices at the University. The Administrative Assistant - Academic provides accurate and up-to-date information related to the Faculty’s academic regulations, policies and procedures. This position approves grade changes on behalf of the Faculty Office and assists the Associate Dean (Academic) by following up on certain exam issues. The position involves drafting letters and e-mails, scheduling meetings and advising students and faculty on academic integrity issues, and appeals to the Board of Studies. The Administrative Assistant - Academic will function with a high level of accuracy, good judgment and efficiency, and is expected to act with initiative and work collaboratively with other members of the Faculty Office.


  • As one of the primary contacts for the unit, respond to a wide variety of enquiries, via e-mail and phone, from students, staff, instructors, parents and departments.
  • Provide information and guidance to instructors dealing with departures from academic integrity. Update academic integrity information on the Faculty of Arts and Science website. Register and track departures from academic integrity, maintain files and statistics. Produce annual report on incidents.
  • Support the Associate Dean (Academic) in dealing with student appeals of academic integrity findings and providing sanctions for such departures. In order to ensure that students are provided with the opportunity to discuss their appeal, arrange meetings for students and instructors with the Associate Dean. Inform students of the regulations and procedures around academic integrity and make them aware of the Ombudsperson’s office. Keep track of the status of appeals and update student transcripts. With direction from the Manager, Student Services, prepare background briefing notes for the Associate Dean for appeal and sanction meetings and take notes of these meetings. Draft decision letters on behalf of the Associate Dean (Academic) for review by the Manager, Student Services and Associate Dean.
  • Arrange meetings for the Associate Dean (Academic) regarding Academic Integrity and the Board of Studies. Co-ordinate effectively with the Administrative Assistant who schedules most other meetings for the Associate Dean, to avoid scheduling conflicts.
  • Schedule meetings and prepare relevant paperwork for second-level student appeals to the Board of Studies and Academic Integrity Conduct Panel. Inform students of the relevant appeal regulations.
  • Maintain records for the Student Services Division of approved staff absences, collate on a monthly basis and send to the departmental timekeeper.
  • Approve requests from Arts and Science departments for changes of students’ grades. Check that requests for a grade change meet necessary criteria, follow up with departmental contacts if changes are needed. Assess whether the change of grade will impact the student’s academic standing.
  • Coordinate the grade submission process for the Faculty of Arts and Science. Provide instructions and timelines to instructors for submission of grades. Follow up on grades not submitted by the deadline.
  • During exam periods, collate exam incident reports for attention of Manager, Student Services and Associate Dean (Academic) and liaise with instructors on next steps. Where students have been unable to complete an exam, communicate the Associate Dean’s decision on next steps with instructors and students.
  • Collect information on special exam requests and consult with Manager, Student Services and Associate Dean (Academic) on decisions. Coordinate with Arts and Science Online and the Exams Office on arrangements for early and off-campus exams, assist with those arrangements where necessary. Communicate with instructors and students.
  • Coordinate departmental requests for confidential exams for approval by the Associate Dean (Academic). Liaise with the Exams Office to confirm the confidential status of exams.
  • Respond to requests for certification by the Associate Dean of a student’s academic record. Prepare documents for Associate Dean’s signature.
  • Co-ordinate the Faculty Office’s response in the tragic event of a student death. Notify colleagues of the student’s passing, make sure that administrative issues are resolved (e.g. drop the student from courses). Prepare a certificate of attendance. Liaise with colleagues to ensure the faculty’s response is co-ordinated with the wider university response.
  • Undertake other duties and/or special projects as assigned in support of the Faculty of Arts and Science.
  • Make recommendations regarding office administration procedures; suggest and help implement changes.


  • Excellent writing skills to explain academic regulations and procedures and prepare correspondence.
  • Strong interpersonal and communication skills to deal with a wide variety of individuals in a professional and courteous manner, and to provide clear and accurate information.
  • Develop thorough knowledge of academic regulations and processes and stay current with any changes. Understand which questions should be redirected to a colleague or supervisor.
  • Respect diversity and actively promote inclusion in the workplace.
  • Ability to work with a minimum of supervision and in a team environment.
  • Proven time management and organizational skills, with strong attention to detail. Ability to establish priorities to work effectively on own initiative under pressure of deadlines and competing demands.
  • Ability to respond diplomatically and sensitively using good judgement in difficult situations. Respect confidentiality, maintaining tact and discretion.
  • Problem-solving and analytical skills, to resolve administrative problems and maximize efficiency.
  • Advanced administrative skills, including a broad range of knowledge and aptitude for computer-based information systems and internet-based tools. Proficiency with word-processing, spreadsheet and database applications. Familiarity working with PeopleSoft application is an asset.


  • Prioritize work and time and decide the most important tasks among several in order to meet deadlines. Assess workload to discuss with manager any necessary support required.
  • Make daily operational decisions and resolve administrative problems within Answer queries and produce and distribute information material.
  • Judge which inquiries to handle to completion, and which to refer to other staff or the Associate Dean (Academic).
  • Determine and implement appropriate office practices and procedures to efficiently deliver services and information to students and departments.
  • Interpret Faculty regulations, policies and procedures, to determine criteria for requests to the Associate Dean (Academic) for exceptions.
  • Judge when to direct a student to a counsellor or other office for academic advice.
  • Make judgments about who should receive confidential information (e.g. parents, instructors, other students).



  • Bachelor’s degree or three years of post-secondary education.
  • Experience working in a post-secondary environment is an asset.
  • Thorough working knowledge of Faculty academic programs, regulations, policies and procedures.
  • Familiarity with the Arts and Science regulations relating to appeals and academic integrity is an asset.
  • Proficiency with Microsoft Outlook, Word and Excel.
  • Satisfactory Criminal Record Check and Vulnerable Sector Check required.
  • Consideration may be given to an equivalent combination of skills and experience.

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