Competition Number: J0826-0665
Position Title: Admissions & Registration Assistant
Position Number (Final): 00103732
Vacancy Type: Existing Position
Employee Group: Support Staff - USW Local 2010
Job Category: Administrative
Department or Area: SGSPA-Dean's Office
Location: Kingston, Ontario, Canada (On-site)
Salary: $48,325.00 - $58,930.00/Year
Grade: 05
Hours per Week: 35
Job Type: Permanent (Continuing)
Shift: 7 Monday - Friday
Number Of Positions: 1
Date Posted: August 26, 2026
Closing Date: September 13, 2026
Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to declare their COVID-19 vaccination status and provide proof that they were fully vaccinated or had an approved accommodation to engage in in-person University activities. These requirements were suspended effective May 1, 2022, but the University may reinstate them at any point.
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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Disclaimer: As part of the application process at Queen's University, our recruitment system uses Artificial Intelligence (AI), as defined under the Ontario Employment Standards Act, to ask job-related questions and confirm eligibility for hire. All final hiring decisions are made using non-AI related processes.
A Brief Overview
The Admissions and Registration Assistant of the School of Graduate Studies and Postdoctoral Affairs (SGSPA) manages applications, admission, registration and status changes of applicants to, and students enrolled in graduate programs in the SGSPA. The incumbent is responsible for these administrative processes for an alphabetical grouping of applicants/registered students which spans all graduate programs and departments.
This position acts as a first point of contact for admissions, and provides information and resources to students, parents, and other internal and external parties. This position administers the phases of the admissions cycle, including processing requests from applicants, and preparing and distributing correspondence and documents to program offices. This position assists students with the registration process, including identifying required documentation, processing and signing documents on behalf of senior staff, such as academic change forms and status changes. This position also initiates and generates reports on admissions data.
What you will do
- Acts as a first point of contact for admissions, and provides information and resources to students, parents, and other internal and external parties.
- Administers the phases of the admissions cycle, including processing requests from applicants, and preparing and distributing correspondence and documents to program offices.
- Assists students with the registration process, including identifying required documentation, processing and signing documents on behalf of senior staff, such as academic change forms and status changes.
- Initiates and generates reports on admissions data.
- Monitors transcripts and updates registration data.
- Corresponds with external agencies on application and admission information.
- Provides administrative support to the department and/or unit.
- Other duties as required in support of the department and/or unit.
Required Education
- Two-Year Community College Diploma.
Required Experience
- More than 1 year and up to and including 2 years of experience.
- Experience in client and/or customer experience functions considered an asset.
Consideration may be given to an equivalent combination of education and experience.
Job Knowledge and Requirements
- Knowledge and insight of practical methods, techniques, and work processes that is typically acquired through a combination of technical training and/or work experience.
- Provide information that requires technical or administrative explanation or interpretation.
- Attempts to resolve a difficult or challenging interpersonal situation, or overcome resistance to gain cooperation, before referring to others.
- Manage own work effectively and follows through on commitments, using the available resources.
- May distribute work to deliver objectives on time and to the highest standard and help others access resources to support goal achievement.
- Resolve recurring problems and situations using established procedure and guidelines.
- Bring forward problems, obstacles or challenges to work completion in a timely manners so deadlines continue to be met.
- Break down concrete issues into parts and selects best solution from clear alternatives and past practices.
- Acknowledge and respect diverse cultural traditions and beliefs.
- Question attitudes, comments and behaviours which are discriminatory and seeks out appropriate resources to remove these from the workplace.
The University invites applications from all qualified individuals. Queen's is strongly committed to employment equity, diversity, and inclusion in the workplace and encourages applications from Black, racialized persons, Indigenous people, women, persons with disabilities, and 2SLGBTQI+ persons. In accordance with Canadian Immigration requirements, priority will be given to those who are legally eligible to work in Canada.
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].
