Exchange Officer

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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Job Summary

A Brief Overview

This position provides critical supports for the administration of the exchange program and study abroad programming administered through the International Programs Office. The incumbent will work as a member of the international mobility team. This position interacts on a daily basis and seeks guidance from the Exchange Coordinator. The incumbent will contribute advanced level support for the incoming exchange programming and other international programs. This position advises incoming exchange students on administrative requirements to facilitate smooth entry to the university. This includes review of admissions files, course selection and enrolment, dissemination of policies and procedures within the faculty. The incumbent will liaise with partners and other stakeholders including faculty international offices as required. The incumbent is back up for the Exchange Coordinator position and will support outbound mobility activities where required. This incumbent will work closely with the Exchange Coordinator in the preparation of exchange marketing materials including presentations and event participation. The incumbent will coordinate the Peer Advisor program and train to process transfer credits.

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.

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.
• Prepares and delivers surveys, including course evaluations. 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.
• Provides administrative support to department including, maintaining files and student records, scheduling meetings and appointments, travel and accommodation booking, RTP (renewal, tenure and promotion) process, preparing agendas, course preparation, archiving, security and access tracking, maintaining security and access protocols, supply and merchandise inventory.
• Collects data and prepares statistical reports, identifying trends and potential issues.
• Provides guidance, work direction, support and training to volunteers, teaching assistants, casual support staff, proctors, and others.
• Refers students to the appropriate services for assistance (e.g., Student Wellness Services, Career Services etc.).
• Acts as a representative of the department and/or unit on committee(s). Creates communication plan for department and/or unit.
• 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.
• Creates and/or maintains program portal and/or databases, updating, revising and assisting students and instructors.
• Builds and maintains relationships with key stakeholders in other departments/units/industries.
• Coordinates international opportunities and/or exchanges for foreign students.
• 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.

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 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 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 [email protected].

Skills

• Collaboration
• Communications
• Project Management
• Relationship Building
• Stakeholder Engagement