Administrative Assistant

Administrative Assistant

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 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, as well as maintaining a timeline to ensure accuracy and progression towards achieving the goal and follows up as required. The incumbent will act 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. This position reviews reports and disseminates information to stakeholders and senior staff. This position coordinates central activities within the department and/or unit, and monitors and follows-up with staff to confirm activity progression. This position also prepares and generates financial reports for the department and/or unit.

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.
• Provides operational coordination for the department including arranging meetings, special events, and appointments, assembling and preparing critical information for meetings, and following up as required.
• Coordinates and participates in committee meetings.
• Interprets, analyzes, and implements policies and procedures, and recommends changes.
• Produces newsletters and other publications.
• 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.
• 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.).

Consideration may be given to an equivalent combination of education and 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 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 View email address on clients.njoyn.com .