Competition Number: J0626-0532
Position Title: Graduate Program Coordinator
Position Number (Final): 00509051
Vacancy Type: New Position
Employee Group: Research, Grant & Contract
Job Category: Administrative
Department or Area: Psychiatry
Location: Kingston, Ontario, Canada (Hybrid)
Salary: $62,142.00 - $75,772.00/Year
Grade: 07
Hours per Week: 35
Job Type: Permanent (Continuing)
Shift: 7 Monday - Friday
Number Of Positions: 1
Date Posted: July 22, 2026
Closing Date: July 29, 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 May 1, 2022. However, they remain in effect for students, staff, and faculty in workplaces, including hospitals, where patient care is provided and/or where the work duties or educational requirements of the position involve or support patient care.
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.
Reporting to the Department Head, the Senior Graduate Administrative Coordinator provides administrative and operational support for graduate education programs within the Department of Psychiatry, at Queen’s University.
The role supports students, faculty, program directors, and committees by coordinating graduate program activities, budgeting and allocating program funds, maintaining academic records, assisting with admissions and registration processes, organizing meetings and events, and ensuring compliance with institutional policies and procedures.
KEY RESPONSIBILITIES:
- Coordinate day-to-day administrative operations of graduate programs, postdoctoral and fellowships
- Support graduate students throughout the academic lifecycle, including admissions, registration, progression, graduation, and program completion
- Maintain accurate student records, databases, and confidential files
- Assist with scheduling courses, examinations, defenses, and academic activities
- Coordinate application and admissions processes for graduate programs
- Communicate with prospective students regarding application requirements, deadlines, and program information
- Prepare admissions documentation and support admissions committees
- Assist with recruitment initiatives, orientation activities, and promotional events
- Serve as primary point of contact for graduate students, faculty and external stakeholders
- Provide information regarding policies, procedures, scholarships, funding opportunities, and academic requirements
- Assist students with administrative issues and referrals to appropriate services
- Organize meetings for graduate committees, thesis defenses, and academic reviews
- Prepare agendas, meeting materials, minutes, and follow-up documentation
- Coordinate faculty and student communications related to committee activities
Financial Support
- Assist with budget tracking, expense reconciliation, and processing of payments or reimbursements
- Coordinate teaching assistantship and stipend documentation where applicable
- Support grant-related administrative activities and reporting requirements
- Ensure purchasing procedures and grant guidelines are adhered to with respect to granting councils and research funds
- Independently seeks and applies for grant funding from internal and external sources to support various programs within the department
- Established effective cost recovery programs to ensure sustainable sources of funding
Policy Compliance and Reporting
- Ensure compliance with institutional, faculty, and graduate studies regulations
- Prepare statistical reports, program data, and accreditation-related documentation
- Monitor deadlines and maintain records for audits and program reviews
- Prepares all reports which includes, but is not limited to strategic plans, directions, and priorities of the graduate program
- Oversee the academic training programs (Graduate Program/Microcredentialing Program) which includes identifying need, ensuring appropriate delivery and evaluation of these programs
- Oversee best practices and ensure we are working collaboratively with Queen’s University and Health Sciences EDIIA policy and procedures and to promote a culture of inclusion
- Oversee outreach programs with community resources
- Coordinate development of publications and promotion materials for use in student recruitment, fundraising, and other initiatives as required
- Oversee IT support to ensure Program website is kept accurate, up-to-date and in keeping with current standards
- Undertake other duties and special projects as assigned in support of the program
REQUIRED QUALIFICATIONS:
- Three-year post-secondary program in relevant field.
- Experience in academic administration, higher education, or office coordination preferred (minimum of five (5) years of experience overseeing the administrative operations within a similar environment
- Experience working with graduate students or academic programs is an asset
SPECIAL SKILLS:
- Respects diversity and promotes inclusion in the workplace.
- Excellent interpersonal and communication skills (verbal and written) to interact with a diverse variety of people in many contexts, including an ability to deal diplomatically with faculty, staff and students. Ability to convey information in a clear and concise manner.
- Proficient computer skills including use of a variety of software packages and institutional database systems
- Excellent organizational and time management skills and the ability to work under pressure with frequent interruptions.
- High degree of initiative, to work without direct supervision, to make independent decisions and to manage several projects with conflicting demands on one’s time.
- Discretion in dealing with confidential and sensitive information.
- Analytical and problem-solving skills.
- Knowledge of financial administration.
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].
