Administrative Assistant

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

The Administrative Assistant will provide senior-level administrative support to the Vice-Dean Research and the Office of Research in Queen's Health Sciences (QHS). In addition to planning and coordinating diverse administrative activities, the incumbent will plan and lead projects supporting key initiatives for the Office of Research and Queen's Health Sciences strategic priorities, support and oversee the QHS research operating budget, and coordinate high profile events. This includes analyzing information, identifying key deliverables, maintaining a timeline to ensure accuracy and progression towards achieving the goal, and following up as required.

The incumbent acts as a contact and resource to senior staff and liaises with other offices in the faculty, university, and with outside agencies. This position acts as the first point of contact and coordinates activities for senior staff in the department and/or unit, including arranging meetings, preparing correspondence, minute taking, and meeting logistics. The position reviews reports and disseminates information to stakeholders and senior staff and coordinates central activities within the department and/or unit, monitoring and following up with staff to confirm activity progression. This position also prepares and generates financial reports for the department and/or unit.

The schedule for this position requires the incumbent to work variable hours, including regular attendance at early morning meetings.

Job Description

What you will do

• Acts as the first point of contact for the department and frontline resource and contact person for senior staff.
• Coordinates activities for senior staff in the department and/or unit including arranging meetings, preparing correspondence, minute taking, and meeting logistics.
• Reviews reports and disseminates information to stakeholders and senior staff. Prepares and distributes correspondence, documents, and/or reports, and maintains files.
• Plans and coordinates meetings, prepares materials, and records and distributes minutes.
• Coordinates central activities within the department and/or unit. Monitors and follows-up with staff to confirm activity progression.
• Performs general accounting and bookkeeping duties including accounts payable, accounts receivable, and expense reimbursements.
• Prepares and generates financial reports for the department and/or unit.
• Maintains and updates the department website, social media channels, and other electronic systems content.
• Coordinates schedules of senior staff, determines relative priorities to ensure urgent/sensitive matters receive immediate attention.
• Creates and/or maintains a variety of databases. Performs analysis and prepares reports and statistics.
• 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.

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 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

• Calendar Management
• Confidential Information Management
• Customer Service
• Filing

Reference

398303