Residence Conduct Intake Assistant

Queen's Student Alumni Association; Kingston; On-site; CAD 50,000 - 62,000; Full time

Job summary

Join Queen's University as a Residence Conduct Intake Assistant, where you'll handle misconduct reports and provide administrative support to advance student success in a vibrant academic environment. This position requires a diploma or degree in social sciences, along with relevant experience. Embrace an opportunity to contribute to a diverse and inclusive workplace focused on personal growth and accountability.

Qualifications

• Experience working at a post-secondary education institution considered an asset.
• Knowledge of relevant laws and regulations preferred.
• Experience with information systems and record management is a plus.

Responsibilities

• Acts as the first point of contact for student misconduct reports.
• Assists with documenting and coordinating misconduct cases.
• Maintains student conduct files and updates related databases.

Skills

Administrative support

Communication

Conflict resolution

Education

Three-year Community College Diploma or Three-Year Bachelor Degree

Job description

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Competition Number: J0525-0574

Position Title: Residence Conduct Intake Assistant

Position Number (Final): 00508508

Employee Group: Support Staff - USW Local 2010

Job Category: Academic Support and Student Services

Department or Area: Housing & Ancillary Services

Location: Kingston, Ontario, Canada (On-site)

Salary: $50,578.00 - $61,680.00/Year

Grade: 06 Review Salary Information Here

Hours per Week: 35

Job Type: Permanent (Continuing)

Shift: 7 Monday - Friday

Number Of Positions: 1

Date Posted: June 9, 2025

Closing Date: June 23, 2025

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COVID 19 On-Campus Requirements

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.

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

A Brief Overview

The Housing and Ancillary Services team manages 4,940 student beds in 18 residence buildings, as well as off-campus rental apartment and housing properties, three dining halls, numerous retail foodservice locations on campus, the Donald Gordon Hotel and Conference Centre, Event Services and the University Club. Residence buildings also provide temporary accommodations for the summer conference, events and tourism markets. Revenue and services from these units support vital student life programs and contribute to the University's learning environment. Queen's Residence Life and Services is committed to providing an experience aimed at fostering the educational and personal growth of its residents.

The Residence Life and Services staff team is dedicated to the development of the whole student, promoting diversity, accountability, independence and success in a broader learning environment. Reporting to the Manager, Residence Conduct and Support, the Residence Conduct Intake Assistant will support the administration of the Residence Conduct process. This role will act as a central intake point for reports of misconduct in residence, evaluating cases and referring them to the appropriate investigator. The incumbent will also refer cases with unknown respondents to the appropriate staff for identification and track the outcomes of these pre-investigation efforts.

The Residence Conduct Intake Assistant will prepare and send case-related correspondence, schedule meetings for Residence Life and Services staff to support the conduct process, and provide information to students, campus partners, and community members regarding residence operations, responding to or redirecting questions as appropriate. The incumbent will track and evaluate sanction completion and support the residence probation program by tracking students assigned to the program. The Residence Conduct Intake Assistant will administer the Residence Conduct appeal process, including receiving appeal submissions, referring them to an Appeal Reviewer, sending appeal decision letters, and tracking appeal outcomes.

The incumbent will create, update, and maintain student conduct files and support updating and editing Residence Conduct policies, processes, and trainings. The incumbent will assist in the maintenance of the student conduct database, including updating conduct related letter templates and forms and running reports on conduct related data.

This position will provide administrative support (e.g., screening phone calls, answering emails, directing questions to the appropriate staff) to the Residence Conduct and Support Office and provide coverage during absences for the Residence Life and Services Administrative Assistant and the Residence Admissions Assistant. May through August, the incumbent will provide administrative support to residence operations, including but not limited to, the Residence Admissions and Accommodation process, student staff training, inventory management, and residence move-in weekend.

This position acts as the first point of contact and performs the intake for reports of student misconduct. This position assists with the triage of student misconduct cases for investigation including documenting and coordinating the receipt of forms, processes, and/or reports. This position also provides administrative support including scheduling and database maintenance.

Job Description

What you will do

• Acts as the first point of contact and performs the intake for reports of student misconduct.
• Assists with the triage of student misconduct cases for investigation including documenting and coordinating the receipt of forms, processes, and/or reports.
• Assigns presumptive categories on reports on misconduct cases.
• Generates a response and refers or escalates cases to the appropriate unit.
• Provides information to student participants on processes, procedures, general rights, and obligations.
• Provides administrative support including coordinating room bookings, meeting scheduling, material preparations, and scheduling.
• Updates and maintains databases including tracking case dispositions and resolutions.
• Maintains records in accordance within retention schedules, privacy legislation, policies, and procedures.
• Assists with the coordination of training sessions.
• Other duties as required in support of the department and/or unit.
  
  

Required Education

• Three-year Community College Diploma or Three-Year Bachelor Degree, or equivalent.
• in a social science discipline preferred.

Required Experience

• More than 2 years and up to and including 3 years of experience.
• Experience working at a post-secondary education institution considered an asset.
• Experience in information systems with a focus on classifying, storing and disposing of electronic records considered an asset.
• Experience with providing administrative support considered an asset (e.g., document editing, proofing, formatting and production, data entry, scheduling/coordinating meetings and/or travel arrangements, receiving/relaying messages, etc.).
• Knowledge of relevant laws, regulations, policies, standards and/or guidelines considered an asset.

Required Licenses and Certifications

• Satisfactory Criminal Records Check required.
• Vulnerable Sector Screening required.
  
  

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 substantial work experience.
• Provide information to others that requires technical or administrative explanation or interpretation.
• Attempts to resolve a difficult or challenging interpersonal situation or, overcome resistance to gain cooperation.
• Adapt messages to meet the needs of the intended audience.
• 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.
• Participate in project team meetings and is involved in developing individual and team project plans.
• Identify new problems and seeks information and input to fully understand the cause.
• Identify opportunities to improve the effectiveness and efficiency of work processes.
• Break down concrete issues into parts and synthesizes information succinctly.
• Respect diversity and promotes inclusion in the workplace.
• Awareness of relevant legislation, including Employment Equity, Human Rights legislation, Treaties, sexual violence legislation and the Accessibility for Ontarians with Disabilities Act and its regulations.
  
  

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 [e-mail].

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