Job Description

Administrative Coordinator




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

The mandate of Campus Security and Emergency Services (CSES) is to promote a safe and welcoming environment that recognizes and is respectful of the diverse nature of the Queen's University community.



Reporting to the Director, Campus Security and Emergency Services (Director), the Administrative Coordinator contributes to the smooth and efficient operation of CSES and must function with a high level of accuracy, demonstrating strong judgment and efficiency as this position significantly impacts the overall effectiveness and reputation of CSES. Committed to equity, diversity and inclusion, the Administrative Coordinator must be client-focussed and confident working in a high profile work environment where there is regular exposure to sensitive and confidential information.



The Administrative Coordinator provides a broad range of support for the entire CSES office; serving as a key public relations ambassador by virtue of their role and first point of contact for the office, participating in campus community events as a representative of CSES, and supporting the flow of communications and dissemination of information across campus. The Administrative Coordinator is responsible for providing organizational, administrative and clerical support to the department and departmental staff as required including but not limited to; acting as departmental timekeeper for all casual and full time staff, assisting in budget preparation and allocation, drafting communications that are often sensitive and confidential in nature, performing financial and accounting duties, purchasing equipment and supplies, coordinating and scheduling meetings, taking minutes, and assisting with the coordination and implementation of special projects.

KEY RESPONSIBILITIES:

Administration

- Oversees the accuracy, timelines and submission of time and labour (timekeeper) for casual and monthly employees including audits, applying monthly schedules, input schedule changes, shift premiums, and identify payroll discrepancies.


- Lead and administer the approval process for the recruitment of staff positions and the re-evaluation of existing positions; review requests and ensures all required information is submitted and all approvals are received.


- Manage the administrative aspects of hiring casual staff, ensuring all required documentation is accurately completed and submitted, including hiring and rehiring casual contracts into HR PeopleSoft and maintaining casual confidential employee files.


- Acts as a key liaison between frontline staff with CSES, Human Resources and Payroll on payroll matters.


- Provides administrative and organizational support to the Director, management and other staff within the department, including but not limited to; maintaining busy and complex calendars, coordinating and scheduling meetings, preparing associated background information, detailed agendas, recording minutes and preparing meeting files, initiating and drafting often sensitive and confidential correspondence, preparing routine announcements and distributing as directed, and assists in the preparation of key departmental reports, including but not limited to the Annual Report for CSES.


- Processes, screens, and directs all incoming and outgoing mail on behalf CSES.


- Prepares the Director and other management for meetings, conferences, appointments and special events.


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


- Assists in drafting and monitors the annual departmental budget through a process of information gathering, consultation, accounts reconciliation, and analysis. Produces reports regarding budgetary plans, budgetary and departmental forecasting, payroll and general accounting.


- Responsible for end-to-end management of financial transactions for all CSES staff, including payroll timekeeping, membership renewals, and related fees. Prepares journal entries and accounts receivable invoices related to the department for all internal and external contract security fees for services, ensuring adherence to the university's financial policies and procedures. Prepares, coordinates and processes payment for travel arrangements and reimbursement for all departmental staff through the internal Expense Reimbursement System.


- Responsible to prepare, track and submit invoices for payment from Police Services, and the efficient recovery of all ancillary costs from Queen's Departments -Parking, Student Life Centre, Donald Gordon Centre, Residences, and Community Housing, etc.


- Creates and maintains a manual and electronic filing system for the office, utilizing and refining computer databases and/or filing systems in order to maintain accurate and organized data, in accordance with retention policies


- Responsible for ordering equipment, uniform clothing, and ensuring that purchases are within budget.


- Under the direction of the Director, assists with the procurement of and management of departmental owned vehicles, including the coordination and completion of scheduled and unscheduled maintenance requirements.


- Tracks, maintains and monitors assets, inventory and equipment lifecycles.


- Communicates with the university insurance office as the departmental vehicle administrator overseeing drivers and vehicles in accordance with the auto fleet policy. Responsible for the completion of New Driver Profile(s) and New Vehicle Acquisition Form(s), including the annual confirmation of drivers and subsequent Driver's Abstracts for renewal purposes.


- Oversees vehicle licensing requirements for departmental vehicles, including departmental bicycles.


- Supervises individuals assigned to CSES administrative assignments who have been provided work experience through student placements (Co-Op), or hired as Summer Students, Interns, Work Study, or Summer Work Experience Program (SWEP).


- Completes all other assignments as directed by the management of CSES.

Public Relations

- Serves as a key public relations ambassador as the first point of contact for the office; responding to enquiries from faculty, staff, students and the general public. This contact may be in person, via telephone, or through electronic means.


- Supports the flow of communications and dissemination of information across campus as directed by the CSES management team.


- Assists with security awareness for all members of the university community to enhance their personal safety and the security of university property. Manages the CSES Lost & Found and collates, files and tracks all lost and found items garnered through satellite lost and found areas on campus. Maintains lost and found policies and procedures, maintains a computer data base, tags and securely stores lost items, contacts owners to arrange the swift return of property, securely disposes of unclaimed items and ensures that each item is physically accounted for.


- Coordinates the production of, promotional, educational, and awareness pamphlets, posters, and other graphic designs through internal and external printing companies.


- Participates in speaking engagements such as Summer Orientation for Academic Registration SOAR, Health & Wellness Fair, Graduate Studies Fair, etc.


- Participates on internal and external committees as required.

REQUIRED QUALIFICATIONS:

- Three year post secondary program in office or business administration or related field from an accredited college or university.


- 3 to 5 years administrative experience in a high profile environment with regular exposure to sensitive and confidential information, preferably in the security field.


- Knowledge of the university structure and financial, computing, procedures and administrative systems would be considered an asset.


- Promotes equity, diversity and inclusion in the workplace.


- Satisfactory Criminal Record Check and Vulnerable Sector Check.


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


- Valid G Driver's Licence, with a clear Motor Vehicle Report / Driver's Abstract.

SPECIAL SKILLS:

- High level of professionalism and client-focused approach.


- Office supervision and administration skills including: advanced knowledge of Microsoft Office products (Word, Excel, PowerPoint, etc.), adept experience creating and using intuitive and interconnected spreadsheets and database applications, as well as an ability to learn new software and adapt to emerging technology.


- Sound knowledge and understanding of accounting practices with the ability to perform advanced financial duties.


- Ability to employ active listening and a personable demeanor to build positive relationships with clients and the university community, even under tense or strained situations.


- Excellent verbal and written communication skills with the ability to convey information accurately, clearly, and concisely to diverse individuals and groups, adapting delivery appropriately to suit each audience.


- Ability to adhere to strict confidentiality and sensitive issues using sound judgement and discretion, including difficult, challenging and controversial situations.


- Competent editing and proofreading skills with an acute attention to detail and accuracy.


- Strong organizational and time management skills with the ability to focus effectively in spite of competing priorities and frequent interruptions.


- Excellent analytical skills; ability to review data and make effective recommendations to improve both practice and process to maximize efficiency.


- Ability to work independently as well as in a team environment.


- Willingness to work flexible hours on occasion, as required.

DECISION MAKING:

- Ability to independently establish priorities and take initiative to successfully resolve urgent matters.


- Effective analytical and practical problem-solving skills to help resolve administrative and public service issues and make appropriate recommendations.


- Confidently make decisions regarding the dissemination of various types of sensitive and confidential information and appropriately determine when to escalate an issue to management.


- Respond to numerous inquiries and makes decisions about where to refer a caller/visitor to ensure the inquiry is handled promptly and by the appropriately party.


- Ability to recognize urgent requests and prioritize information that needs to be dealt with immediately.


- Apply appropriate discretion in the handling of all sensitive information.


- Make recommendations regarding departmental administrative procedures and confidently lead the implementation of change.


- Participate in team decision making for the department.


- Active participant on various internal and external committees in support of the departmental mission.




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

Attention To Detail Time Management

Reference

426828