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 Executive Assistant and Manager Office of the Dean, The Administrative Assistant is responsible for providing executive level administrative and organizational support to the executive team. This role works collaboratively with others and is pivotal in the provision of excellent client service, demonstrating a strong client-focused orientation, and taking initiative to ensure activities are performed accurately and according to timelines.




The Administrative Assistant schedules meetings, takes minutes, writes letters, maintains calendars, arranges travel, and provides back-up support to other administrative positions as required. The incumbent functions with an elevated level of accuracy, demonstrating good judgement and efficiency, and acts with initiative, working collaboratively with others as needed to achieve the objectives of the unit. This includes proactively planning and coordinating meetings and events by anticipating scheduling needs, securing logistics in advance, and ensuring all details are addressed to support seamless execution.




The schedule for this position requires the incumbent to work flexible hours and occasional early morning and evenings as required.

KEY RESPONSIBILITIES:

- Provides executive-level administrative support which includes, but is not limited, to maintaining complex senior level calendars; screening, scheduling, arranging, rearranging, deferring appointments, and meetings through effective judgement of established priorities and planning.


- Prepares and distributes confidential correspondence; managing files, prioritizing, and gathering and compiling data as required.


- Supports the work associated with large projects and strategic planning initiatives; utilizes effective project coordination skills to ensure that there is collaboration and cross-Faculty engagement in initiatives.


- Prepares executive team members for meetings, conferences, appointments and special events by researching and compiling documentation and files from a variety of sources in a timely manner.


- Maintains an effective system to bring forward necessary documents and correspondence for reply, agenda items for meetings, reports for comment or dissemination and ensures they are properly prepared and briefed for meetings, verifying any necessary follow-up is completed.


- Prepares correspondence for signature, often involving sensitive and confidential information. Assists with the development and completion of presentations, budget submissions and other financial and operational reports.


- Proactively organizes meetings, events, workshops, and seminars by anticipating needs and initiating planning well in advance. Coordinates all the logistical arrangements for meetings and events (e.g. symposiums, receptions, workshops, faculty/industry events, senior level leadership meetings etc.). This includes invitations and registrations, tracking attendees, booking room reservations and/or teleconferences, organizing volunteers, and coordinating catering when required.


- Liaises with key contacts within Smith Engineering and across the University to research appropriate responses for complex situations and arranges meetings with partners, as necessary.


- Responds to inquiries and acts as a resource for the executive team; research and/or synthesizes answers to questions and solves administrative problems within established guidelines, referring complex problems to senior staff when required.


- Coordinate the administrative aspects of hiring casual staff and Teaching Assistants for the Faculty Office, ensuring all required documentation is accurately completed and submitted, including hiring and rehiring contracts into HR PeopleSoft.


- Act as the Faculty Office casual contract timekeeper in accordance with established university policies and report any issues to the Smith Engineering Human Resources Team.


- Acts as the back-up to the Executive Assistant to the Dean and other Faculty Office administrators, when needed.


- Undertakes other duties and/or special projects as assigned in support of the Faculty Office.

REQUIRED QUALIFICATIONS:

- Three-year post-secondary education in business administration with several years (3 to 5 minimum) of relevant experience in an office environment, preferably in a post-secondary or large institution.


- Demonstrated successful executive level administrative experience in a fast-paced environment managing competing priorities, requiring quick and appropriate decision-making skills.


- Experience and expertise/proficiency with event planning and delivery.


- Proven work experience in website development and management.


- Highly proficient computer skills, specifically Microsoft Office (Word, Excel, Outlook). Knowledge of PeopleSoft and university structure considered to be an asset.


- Knowledge of Queen's University policies and procedures is considered an asset.


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

SPECIAL SKILLS:

- Superior organization skills with the ability to cope with multiple demands, manage competing priorities and complex senior level calendars, and meet multi-faceted deadlines.


- Excellent writing and compilation skills to prepare correspondence, record and transcribe minutes, prepare, and explain academic regulations and procedures.


- Excellent proofreading skills with emphasis on attention to detail.


- Demonstrated commitment to the Faculty's equity, diversity and inclusion principles; contributes to cultivating a welcoming environment.


- Strong interpersonal and communication (verbal and written) skills to deal with a wide variety of individuals in a professional and courteous manner and to provide clear and accurate information.


- Effective relationship building skills to engage and influence others.


- Ability to take initiative, be proactive and work with minimum supervision in a team-based environment.


- Ability to work in a confidential manner and make independent decisions to set priorities and manage competing tasks.


- Proven knowledge and aptitude for computer-based information systems and internet-based tools. Proficiency with word-processing, spreadsheet, and database applications. Ability to learn and apply new software packages.


- Ability to respond diplomatically and sensitively using good judgement in difficult situations.


- Analytical and interpretive skills to help resolve administrative problems and maximize efficiency.


- Proven time management and organizational skills, with strong attention to detail.


- Ability to analyze and interpret data and generate reports.


- Strong project coordination skills are required.

DECISION MAKING:

- Prioritize work and time and decide the most important tasks among several to meet deadlines. Assess workload to discuss with manager any necessary support required.


- Resolve scheduling conflicts in the calendars of the Executive Director, and Associate Deans by determining priorities to juggle conflicting appointments.


- Judging the accuracy and appropriateness of content for the website, event flyers, etc.


- Determine nature and content of brief notes, files, reports, and other information used to advise and prepare the Executive Director, and Associate Deans.


- Decides the most appropriate and efficient travel arrangements while ensuring the best use of university funds.


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


- Judge which inquiries to give to whom, as appropriate within their workload and time constraints, and which to refer to other staff and which to handle to completion.


- Determine the nature, content and method of presenting data gathered during information searches, and the nature and content of correspondence for Executive Director, and Associate Deans' signature.


- Make daily executive and operational decisions to resolve administrative problems. Refer complex problems to management when required.


- Determine and implement appropriate office practices and procedures to efficiently deliver services and information to students and departments.


- Interpret Faculty regulations, policies, and procedures, to determine criteria for requests to the Associate Deans for exceptions.


- Decide how to distribute information, what method to use, and who to send it to.


- Make recommendations and decisions about who should receive confidential information and the appropriate information necessary for reporting.




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 hradmin@queensu.ca.

Skills

Reference

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