Administrative Assistant

at  Queens University

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 Manger, Executive Support, the Administrative Assistant provides proactive and timely organizational and administrative support to the leadership team within the units led by the Executive Director, Research Operations and Strategy, and contributes to smooth and efficient unit operations in support of the mission of the university. The Administrative Assistant is responsible for coordinating day-to-day administrative services including planning, managing and maintaining various schedules and internal administrative procedures; event and meeting coordination; and has direct responsibility for the compilation, dissemination and handling of sensitive and confidential budget, organizational, and strategic documents and materials. This position serves as a first point of contact, facilitating communications and liaising with other members of the University community and outside agencies. The Administrative Assistant must function with strict adherence to confidentiality, an exceptional level of accuracy, efficiency, sound judgment requiring minimal direct supervision, work collaboratively and consult with the Vice-Principal Research portfolio administrators and staff as required.

REQUIRED QUALIFICATIONS:

• Completion of a three-year post-secondary diploma in a relevant field.
• Previous (3 to 5 years) of demonstrated successful administrative experience in a fast-paced environment with competing priorities, requiring appropriate decision-making skills.
• Demonstrated ability to work effectively and successfully with diverse stakeholders to achieve shared priorities.
• Advanced computer and office administration skills with demonstrated proficiency using a standard suite of software applications (i.e., Microsoft Office including Outlook, Word, Excel and PowerPoint; web browsers) and aptitude to learn new technologies.
• Experience in a university research or university administration environment with knowledge of university policies and procedures, and administrative systems is an asset.
• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:

• Demonstrated commitment to fostering a collaborative working environment that promotes equity, diversity, inclusion and accessibility in the workplace.
• Exceptional interpersonal and communication (oral and written) skills for interacting with senior management, colleagues and clients in in a professional manner and to provide clear and accurate information, draft and edit correspondence.
• Consistently acts with the highest professional standards with all levels within the organization as well as external offices with the ability to exercise discretion and tact when dealing with sensitive situations. Capable of maintaining strict confidentiality with an ability to recognize and handle confidential information in an appropriate manner.
• Excellent organizational and time management skills with the ability to multitask, work well under pressure, take initiative and responsibility for projects from beginning to completion, prioritize effectively, and make decisions independently, while maintaining focus in a confidential environment with frequent interruptions and multiple demands.
• Resourcefulness, with strong attention to detail to achieve a high level of accuracy, follow-up skills and must be able to meet time sensitive deadlines.
• Demonstrated strength in collaboration: ability to work independently or in a team environment. Interpretive and problem-solving skills to resolve problems and to maximize efficiency.
• Ability to interpret and articulate guidelines and procedures.
• A high level of flexibility, efficiency, accuracy, reliability and good judgement is required.

• Provide administrative support to the leadership team led by the Executive Director, Research Operations and Strategy for the Vice-Principal Research portfolio: plan, maintain and manage schedules and calendars to optimize use of time with a view to prioritizing events and meetings, anticipating needs, preferences, and requests; rearrange and defer appointments and meetings as required when urgent matters arise; refer requests to other offices when needed. Ensure the leadership team receives all relevant materials and is prepared for all meetings to be attended.
• Organize team and other regularly occurring meetings; circulate meeting materials, prepare agendas and briefing notes, coordinate room bookings, note and facilitate follow up on actionable items.
• Maintain an effective system to bring forward action items, documents and correspondence for reply, reports for comment or dissemination, and follow-up on actionable items discussed in various meetings or conversations in coordination with unit leadership.
• Coordinate the development and maintenance of internal procedures related to unit operations. Monitor and report on status of current unit administrative procedures relative to best practices and relevant university policy, make recommendations regarding improvement of procedures, and as necessary, consult with leadership and staff to determine best approach to implementing change.
• Provide high-level support to leadership team including, but not limited to, gathering and compiling highly confidential material including files relating to strategic and organizational plans as it relates to HR, staffing and budgeting, business/organizational/human resources matters. Proactively identify and follow-up on important matters requiring their attention; keep unit leadership and their teams aware of portfolio and institutional communications, events and other opportunities or information items.
• Coordinate correspondence and/or documents for internal or external sharing.
• Arrange and coordinate travel and accommodations; Interpret and ensure adherence to travel and finance policies and procedures. Prepare timely reimbursements for expense claims.
• Frequently liaise and coordinate activities with other units within the Vice-Principal Research portfolio, faculties, research centres and institutes, and other executive offices.
• Manage logistical and scheduling aspects of unit events, with tasks including, but not limited to catering orders, room bookings, event promotion and registration coordination, coordination with invited speakers.
• Assist with staff onboarding and unit hiring processes in coordination with the team led by the Executive Director, Finance and Administration.
• Have a broad knowledge of unit operations, serve as a first point of contact, acting as the initial resource person responding to enquiries via unit email, phone or in person; re-direct and escalate enquiries as necessary.
• Provide administrative and operational support for roles related to IT Admin Representative, health and safety representative, records management, and unit timekeeping.
• Maintain an electronic filing system, which includes confidential materials, updating, verifying, and processing new data and allowing for efficient retrieval. Coordinate financial records and information storage and processing, gathering and organizing data, verifying accuracy, and allowing for efficient access when required.
• Manage the inventory of office supplies and ensure departmental office equipment is maintained in good working order. Responsible for ordering office supplies on behalf of other departments as required.
• Serve as backup for other administrative support staff as appropriate during time away.
• Undertake other duties as assigned in support of the units led by the Executive Director, Research Operations and Strategy.