Job Description

Research 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 Principal Investigators, the Research Administrative Assistant will oversee and provide administrative support, in a professional and effective manner, for the research programs of two researchers. This will include account and budget administration, preparation and dissemination of files and correspondence, meetings and events coordination, aid in the production of grant proposal development and draft correspondence. When required, the Research Administrative Assistant will assist with special projects such as the organization and planning of scientific and/or policy meetings and conferences.

KEY RESPONSIBILITIES:

- Prepare and process financial transactions with accuracy.


- Assist the PI's with the preparation of annual budget and projections of annual budget, which includes preparing background data, spreadsheet and data, and summary reports.


- Monitor and prepare monthly reconciliation in consultation with the PI's.


- Perform administrative duties, such as administer research contracts, prepare invoices, coordinate payments, complete general financial transactions, assist with the purchase of group lab equipment, chemical supplies, or computer equipment as needed, to ensure purchases are within budget, initiate and prepare confidential correspondence and documents, schedule appointments, prepare schedules for visiting researchers, recommend and coordinate meetings, conferences and events, greet and direct visitors, make travel arrangements, and participate on committees as required.


- Prepare and process travel reimbursements for supervisors, group members, visiting researchers and guest lecturers as required. Assist with visa applications and other documentation for research group members and visitors when necessary.


- Acts as the first point of contact for visitors to the groups and responds to general inquiries via telephone and or email. Troubleshoot issues and queries that arise, and refer complex problems to both PI's when necessary.


- Suggest, help and coordinate NSERC projects and other research grants, contracts or awards. This includes project administration for each research project/award, maintain publication lists, aid in the production of documents, research grant applications, manuscripts and reports, disseminate research related announcements.


- Maintain electronic and hard copy filing systems in a timely manner. Utilize and refine computer databases and/or filing systems in order to maintain accurate and organized data.


- Maintain and update web pages related to PIs' research programs to ensure information is current, accurate, and relevant.


- Assist PIs to meet deadlines related to report writing, travel, financial matters, grant proposals, etc.


- Undertake other duties as required in support of the PIs' research programs.

REQUIRED QUALIFICATIONS:

- Two or three-year post-secondary program in business administration.


- Two to three years previous experience in a related field.


- Knowledge of bookkeeping and accounting practices.


- Proficient computer and office skills, including advanced use of word processing software for document formatting, and familiarity with spreadsheet and database applications for information processing and reporting.


- Knowledge of the university structure, policies, procedures and financial/computing systems is considered an asset.


- Knowledge of PeopleSoft system is an asset.


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

SPECIAL SKILLS:

- Interpersonal and communication skills, both verbal and written.


- Organizational and time-management skills. Ability to focus in spite of many different duties and frequent interruptions.


- Ability to adapt to and implement emerging technology, including web site development and maintenance.


- Diplomacy and tact in dealing with diverse groups of people, maturity and good judgement, and the ability to deal with sensitive issues in a professional manner internal and external to the department.


- Ability to adhere to strict confidentiality and handle matters with tact and discretion.


- Resourcefulness, creativity, and initiative.


- Analytical and problem-solving skills to resolve administrative problems and maximize efficiency.


- A team-oriented approach, a service-oriented perspective and professionalism.


- Basic writing, editing, grammar and proofreading skills.


- Flexible, takes initiative and uses resourcefulness to work and undertake diverse responsibilities

DECISION MAKING:

- Resolve problems within guidelines, referring only unusual situations to the Principal Investigators.


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


- Independently determines work priorities to ensure all commitments are met.


- Make decisions regarding budget preparation and account administration.


- Provide recommendations to the Principal Investigators regarding future expenses (e.g. affordability of hiring students and post-doctoral fellows).


- Determine content of minutes and other administrative documentation as required.


- Determine venues, speakers, catering, etc. for meetings and events ensuring expenditures remain within budget.


- Determine appropriate methods to use in the evaluation of data and/or compilation of reports and dissemination of information as required.


- Determine optimum practices, systems, and procedures needed to support the administrative and customer service needs of the office. Make recommendations regarding office administrative procedures; suggest and help implement changes; seek approval and implement changes.


- Determine appropriate content for the departmental website.




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

421714