Administrative Assistant, Office of the Vice-Provost and Dean
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 Office Manager to the Vice-Provost and Dean and the Executive Leadership Team with a dotted line to the Vice Provost and Dean of the School of Graduate Studies and Postdoctoral Affairs (SGSPA), the Administrative Assistant, Office of the Vice-Provost and Dean (Administrative Assistant) provides administrative support to the senior leadership team (Vice-Provost and Dean, Associate Deans and Directors) and events support within the SGSPA. The incumbent performs administrative duties and carries out specific financial administration duties in support of the activities of the SGSPA. This position requires the incumbent to maintain a high degree of confidentiality, tact and discretion and must function with an exceptional level of accuracy, responsiveness, excellent judgment and demonstrate commitment to promoting equity, diversity and inclusion.
Job Description

REQUIRED QUALIFICATIONS:

• Three-year post-secondary program, combined with 3 to 5 years of related experience in a similar environment.
• Advanced knowledge of all Microsoft Office applications including Word and Outlook. Demonstrated proficiency with computers and software applications (i.e. web browsers).
• Knowledge of bookkeeping/accounting practices.
• Comprehensive knowledge of university organizational structure, administrative policies and procedures considered an asset.
• Comprehensive knowledge of university financial systems, policies, and procedures considered an asset.
• Knowledge of Web-Publishing is desired.
• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:

• Excellent organizational and time management skills with the ability to take initiative and establish priorities.
• Ability to maintain confidentiality and respond to matters professionally, demonstrating tact and discretion.
• Attention to detail to achieve a high level of accuracy in financial and administrative reporting.
• Ability to synthesize and organize financial information and interpret current financial policies in order to provide appropriate information to the Dean, Associate Deans and Directors.
• Excellent customer service orientation, sensitive to client issues and understanding of importance of diplomacy and confidentiality; respond to matters professionally with tact and discretion when dealing with administration, academic units, faculty, staff and students.
• Ability to promote diversity and inclusion in the workplace.
• Excellent interpersonal and communication (written and verbal) skills, including cultural competency, combined with a demonstrated ability to interact professionally with people at various levels of an organization in various contexts.
• Excellent writing skills, including editing and proofreading.
• Ability to adapt to emerging technology and systems and provide technology assistance to others, willingness to learn new applications.
• Ability to multitask in a deadline driven environment.
• Ability to participate in relevant training and development as necessary for carrying out duties and responsibilities.
• Problem-solving skills with an ability to know when to refer problems to others.

SKILLS

• Attention To Detail
• Communications
• Time Management

• Provides administrative support to the Office of the Vice-Provost and Dean. This includes calendar management, preparing correspondence for review by the Vice-Provost and Dean, and scheduling meetings with various stakeholders. The incumbent is responsible for managing, planning, organizing, coordinating the activities, information, schedules and meetings to accommodate various commitments of the senior leadership team.
• Organize, follow-up and proactively monitor the status of projects, reports and document development to ensure timely progress and that deadlines are met. This includes the timely distribution of information (incoming and outgoing) to acquire feedback, signatures or approvals.
• Serve as support / backup to the Executive Assistant and Office Manager to the Vice-Provost and Dean and the Executive Leadership Team as secretary to the Graduate Studies Executive Council (GSEC) and special task force committees as required. This involves compiling and distributing information prior to meetings, setting agendas, producing and distributing minutes within established timeframes, including distribution of motions/documents that have been approved to other units and/or individuals to ensure they are informed, and providing administrative support for meeting logistics.
• Evaluate inquiries and ensure issues referred to the senior team are prioritized by level of importance and urgency and that these issues are followed up on appropriately.
• Act as the first contact and resource person for SGSPA. Liaise with others in the unit, within the university and with outside agencies. Serve as contact for questions, comments or concerns regarding the SGSPA or its projects. Research and/or synthesize answers to solve problems where possible and answer questions as they arise; redirect highly unusual problems to senior staff.
• Design, implement and manage complementary electronic and paper filing systems and ensure information is accurate, current and adheres to FIPPA legislative requirements.
• Support external event activities by booking functions and providing logistical/ administrative support as needed.
• Value individual differences. Deal effectively with persons of all races, nationalities, cultures, ages, and genders as well as persons of different sexual orientations and those with disabilities, such that their own and others’ contributions are maximized. Support fair treatment and opportunity for all. Demonstrate commitment to diversity and equity.
• Act as designated HR timekeeper and departmental administrator for casual / student staff by documenting time, attendance, vacation and short-term leave for casual employees (other than faculty members), processing hiring-related information for casual / student staff, and processing adjunct appointments that include graduate responsibilities in association with the Associate Deans (SGSPA), Faculty offices and inform the Director of Admissions and Student Services.
• Provide support with the financial administration to the SGSPA:
  o Perform financial and accounting duties including processing financial transactions, administering and monitoring accounts, reconciling statements, preparing travel expenses and assisting in preparation of budgets. Audit accounts and spending, generate and prepare statistical reports. Keep the Director of Finance apprised of concerning issues.
  o Provide advice to SGSPA staff/faculty regarding operational policies and procedures.

o Coordinate and monitor operational policies and procedures (e.g. travel, finance) and bring anomalies to the attention of the Director of Finance with proposed solution.

• Maintain and update mailing lists of key contacts and subgroups, keep web postings of events, news items up to date, and maintain academic year schedule of key meeting dates and deadlines.
• Undertake other duties as required by the SGSPA senior leadership team.