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Graduate Program Administrator

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!

Job Summary
Reporting to the Department Manager, the Graduate Program Administrator is responsible for the daily administrative duties of the graduate office. Responsibilities include but are not limited to overall program operations, program promotion, admissions and awards, student guaranteed funding packages, program planning and coordination (i.e. timetabling, orientation and registration, student progression through the program), general non-academic advice and referrals to students. This position recommends and participates in implementing changes regarding administrative procedures pertaining to the program. The Graduate Program Administrator serves as the primary liaison for graduate students between the School of Graduate Studies and the Department of Psychology.

Job Description

  • Provide all documentation, statistics and tables pertaining to the graduate programs for the QUQAP (Queen’s University Quality Assurance Process), and the CPA (Clinical Program Accreditation).
  • Act as first point of contact for the graduate programs and primary departmental resource for students while keeping senior administrators advised and aware of important matters. Provide primary customer service and non-academic guidance to students, faculty and staff seeking advice or referral to other departmental, campus or community services on academic administrative or personal matters. Liaises with other departments, within the university to address questions, comments and concerns; and resolve problems where possible, redirecting only highly unusual/complex problems to the Graduate Coordinator.
  • Provide administrative and logistical support to the Graduate Coordinator and Clinical Chair. This includes initiating and/or preparing correspondence, word processing and document formatting, scheduling and maintaining appointments, coordinating special events, and meetings. Maintains administrative records (i.e. mailing lists) and compiles reports.
  • Responsible for program administration by overseeing admission files and process; liaising with applicants to clarify information, request outstanding documents and /or information, and provide updates on application status. Assist the admissions committee in receiving, reviewing and monitoring incoming applications; and analyzing admission and enrollment data and prepare reports as necessary.
  • Oversee student registration in graduate courses, ensuring student progression through the program by verifying that course information is correct and program requirements have been met. Support program course planning and track course offerings to ensure that students maintain course loads that lead to degree completion, in adherence to university policies, procedures and regulations. Informs the Graduate Coordinator when problems occur, seeking advice when resolving more difficult situations. Confirms accuracy of spring and fall degree lists.
  • Distribute and collect grade sheets from course instructors, input grades, and follow-up with course instructors and students regarding incomplete grades as necessary; create and maintain filing systems and student records to ensure information is accurate and current.
  • Plan and coordinate effective administration of course evaluations and other feedback mechanisms.
  • Oversee delivery of orientation programs for prospective and new incoming graduate students.
  • Ensure the guaranteed funding is met for each graduate student. Administer the Queen’s Graduate Awards (QGA) budget. Recommends uses for unused QGA money and communicating the request to the Dean of the School of Graduate Studies (SGS).
  • Compiles information on a number of internal and external awards offered to graduate students, which includes collecting applications, providing reports on applications to assist in ranking, checking applications for completeness and forwarding information to the Director of SGS.
  • Advertises TA (Teaching Assistant) positions, and arranges payment for all TA positions by providing contract information to the Financial Assistant for processing. Ensures that the collective agreement is followed in all decisions regarding TA positions.
  • Coordinate and schedule all MSc and PhD thesis defenses, which includes booking facilities and AV, searching for a thesis chair to monitor the defense, processing all paperwork and providing results to SGS.
  • Provides administrative support to Ph.D. Comprehensive Examinations process by scheduling and preparing exam schedule. Also responsible for providing degree lists to SGS and checking convocation lists for accuracy.
  • Schedules all graduate courses in the Department of Psychology.
  • Provides Annual/Term Certification information and reports on all graduate related items for the CPA, APA and CPR reviews.
  • Submit all academic calendar revisions (i.e. new course, revised course description, deletion of info, changes in program requirements) for the graduate program ensuring format and deadlines are congruent with the expectations of SGS. Recommend and participate in the implementation of revisions to administrative procedures. Respond to surveys from professional agencies and conduct regular surveys of graduates and students to ensure ongoing quality of the program and post-graduation experiences and employment.
  • Advise on graduate program information to be included on the department Web page as appropriate, including determining layout, content, and links.
  • Post positions, interview and hire work study students and casual employees, assign work and check for accuracy, provide constructive feedback on work, provide references for future positions, and ensure time sheets are submitted by due dates to the department.
  • Attend all Graduate Committee meetings and take minutes and keep accurate files of previous meeting minutes.
  • Coordinate all aspects of annual convocation ceremony, including budget, venue selection, agenda preparation, and lead convocation team of 3 members in arranging gift selection and congratulatory video, and IT set up.
  • Undertake other duties as delegated in support of the unit or department.


  • Three-year post-secondary program in a relevant field such as business/office administration.
  • Three to Five years of relevant work experience. Experience within a post-secondary education environment considered an asset.
  • Demonstrated knowledge of university structure, policies, procedures, academic regulations, admissions, funding and administrative systems is considered to be an asset.
  • Previous experience with PeopleSoft student information system is considered to be an asset.
  • Experience working with, and understanding of, Collective Agreements (e.g. QUFA, PSAC 901) is considered an asset.
  • Previous experience in a graduate office is considered an asset.
  • Satisfactory Criminal Background Check and Vulnerable Sector Check.
  • Promotes diversity and inclusion in the workplace.
  • Consideration may be given to an equivalent combination of education and experience.


  • Excellent organizational, time management and administrative skills, to cope effectively with a heavy volume of work and provide support for ongoing projects. Proven office administration skills, including advanced computer skills. Proficiency with database management, Microsoft Office (Word, Excel, Access, PowerPoint), data base applications and web navigation. Comprehensive knowledge of the University structure, academic regulations, policies, practices and procedures.
  • Strong customer service focus; ability to meet the needs of a broad range of internal and external audiences both professionally and effectively with a proven ability to establish and maintain effective working relationships.
  • High degree of initiative and independence, a capacity to work with minimal direction, independently set priorities, and take initiative and responsibility for projects from beginning to completion; ability to identify, anticipate and resolve administrative problems and recommend solutions; and strict attention to detail.
  • Strong attention to detail and accuracy, with an appreciation for the implications of errors; is thorough when performing tasks and conscientious about attending to details ensuring quality of products and services.
  • Strong interpersonal and communication skills, both verbal and written, to deal with a wide variety of individuals in a professional manner and to provide clear and accurate information.
  • High level of tact, diplomacy and good judgement in dealing with diverse groups of people. Ability to respond to sensitive and or controversial situations with sound judgement.
  • Ability to maintain confidentiality; as much of the work and records are confidential, discretion is required.
  • Knowledge of bookkeeping and accounting practices. Ability to perform basic financial duties and analytical skills to review data and determine reporting.
  • Knowledge of university information systems (e.g. PeopleSoft). Ability to learn new software packages and adapt to emerging technology.


  • Make decisions and resolve problems on graduate program matters, within defined authority and general guidelines.
  • Set priorities while meeting multiple demands from various sources, as need and departmental priorities dictate. Ensure that assigned work is completed accurately and on time.
  • Determine content for electronic and hard copy materials.
  • Determine when to refer complex inquires and problems to the Graduate Coordinator. Determine when and what the appropriate documents are to be given to the Graduate Coordinator for information, meetings, presentations etc. and determine content and format of reports as necessary.
  • Make recommendations to the Graduate Coordinator and/or Department Head, as appropriate; and implement required changes as necessary.
  • Interpret departmental and university academic and administrative regulations, policies, and procedures to determine how to best take action; within appropriate external guidelines and Queen’s University guidelines.
  • Determine eligibility for fellowships, scholarships and awards and provide student support when completing applications according to the rules of the graduate school.

Employment Equity and Accessibility Statement
The 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.

  • Attention To Detail
  • Interpersonal Skills
  • PeopleSoft
  • Student Recruitment