Job Description

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.


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Job Summary

Reporting to the Manager of Operations, the Administrative Assistant performs administrative duties in support of the department of Family Medicine and the Queen's Family Health Team, including the coordination of predefined administrative processes and functions, advanced secretarial and support duties, financial tasks, interpretation and feedback, workflow coordination, and any other special function required by the department. Duties may vary widely depending upon department and current needs or projects undertaken by the unit.

KEY RESPONSIBILITIES:

- Coordinate and oversee administrative processes between faculty and administrative staff, reflecting team based approach. This includes team communications, coverage for physician absences, and coordination of special projects as required.


- Administer special programs or services, including program maintenance, managing resources and facilities, and providing customer assistance.


- Assist with events management for various conferences, workshops, special projects and regular meetings.


- Record and transcribe various committee and meeting minutes.


- Maintain team physicians' schedules for academic appointments, teaching, etc.


- Prepare presentation, teaching and meeting materials for physicians.


- Make travel arrangements and registration for various conferences for physicians.


- Perform financial duties such as monitoring expenditures, verifying and processing expense reports and completing general financial transactions.


- Organize and maintain files, including verifying existing data for accuracy of accuracy.


- Perform general administrative duties, including word processing, report preparation, filing, correspondence/email, scheduling, screening, reception, mailings. Often these duties are performed in a leadership capacity or as a special function in support of a senior supervisor.


- Delegate and coordinate workflow; provide advice, information, feedback, and support to students, staff, and outside parties regarding some aspect of incumbent's specialty when required. Interpret policy and regulations, and suggest improvement or clarifications as deemed necessary. Maintain two-way lines of communication between incumbent, supervisors, support staff, and outside departments and institutions.


- Undertake other duties or special projects as required in support of the health team or department.


- Provide support to other administrative and clerical positions as required.

REQUIRED QUALIFICATIONS:

- A two-year post-secondary program in medical office administration or business administration combined with several years of related experience in a medical environment and/or an office environment in an area of health sciences.


- Knowledge of medical terminology would be considered an asset.


- Consideration will be given to an equivalent combination of education and experience.

SPECIAL SKILLS:

- Communication and interpersonal skills are crucial to perform the many duties which require exchanges of information and ideas and the communication of data with a variety of diverse individuals.


- Ability to maintain strict confidentiality.


- Ability to maintain high levels of detail in all work functions


- Calendar management.


- Knowledge of and experience with working in an Electronic Health Record (EMR) system.


- Computer and office skills, including advanced database management, spreadsheet analysis, word processing skills, PowerPoint presentation development, and dictation. Ability to adapt to emerging technology.


- Analytical, interpretive, and problem-solving skills. Ability to maintain composure in a stressful situation.


- Project management skills.


- Writing skills, and ability to condense and clarify information.


- Knowledge of university procedures, policies, and regulations.


- Organizational skills and ability to make efficient and effective use of time.


- Leadership and coordination skills.

DECISION MAKING:

- Decide when new information calls for further action, such as distribution or verification.


- Set priorities and decide which project requires the most attention.


- Determine appropriate method to use in the evaluation of data and/or compilation of reports.


- Determine when to redirect or delegate enquiries or requests to other staff.


- Resolve problems within guidelines referring only unusual situations to other staff.


- Determine account codes and budget allocations.




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 hradmin@queensu.ca.

Skills

Reference

412944