Administrative Assistant to the AVP Human Resources

at  Queens University

Administrative Assistant to the AVP Human Resources
About Queen’s University
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Job Summary
Reporting to the Associate Vice-Principal, Human Resources (AVPHR), the Administrative Assistant to the Associate Vice-Principal (AA) is responsible for providing a broad range of senior level administrative and organizational support to the AVPHR and the AVPHR office. Working with a high degree of autonomy, in a deadline-driven environment, the AA must function with an exceptional level of accuracy, good judgment, efficiency and discretion. The AA is a highly visible, multifaceted position with significant impact on the effectiveness and reputation of the Central HR Department and the office of the AVPHR. In addition, the AA serves as a liaison or HR representative with a number of internal and external partners within the university community. The individual is a trusted advisor to the AVPHR and provides exceptional client service to support the AVPHR in achieving departmental priorities and fostering positive relationships. The incumbent is responsible for managing the department’s physical space and facilities, as well as day-to-day financial activities and accounts.
The AA has responsibility for planning and maintaining the complex schedule of the AVPHR and must proactively ensure that the AVPHR has the required materials to be prepared for all meetings and events. Other administrative duties include general meeting coordination and support, travel planning, day-to-day financial transactions, record keeping and managing special events and projects, as required.
In collaboration with the AVPHR, the AA will work to develop, direct, implement, and analyze the financial, staffing, and administrative plans for the Human Resources (HR) Department. The AA will participate in the development of annual and long-term departmental plans and will provide strategic support and analysis on many issues.
Job Description

REQUIRED QUALIFICATIONS:

• Three-year post-secondary degree in business administration or another relevant field, combined with several years (3+ minimum) of senior administrative experience in a similar environment.
• Demonstrated experience effectively managing the schedule, meetings, phone calls, and emails for a senior-level position within an environment of constantly shifting priorities and deadlines.
• Extensive knowledge of senior level office practices and the ability to anticipate, and respond to, the needs of senior management.
• Proficient computer and office skills, including a strong knowledge of Microsoft Office. Experience creating and using spreadsheets and database applications, preparing presentations using PowerPoint, as well as an ability to adapt to emerging technology and systems.
• Extensive knowledge of University policies, procedures, and organizational structure considered an asset.
• Knowledge of human resources best practices and processes is considered an asset.
• Experience with PeopleSoft systems is considered an asset.
• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:

• Superior interpersonal, organization, and time-management skills with the ability to cope with multiple demands, manage competing priorities, meet multi-faceted deadlines, and deal with confidential material on a regular basis with discretion.
• Excellent judgment and clear and precise communication skills; written, verbal listening and presentation, including a high degree of diplomacy and confidentiality. Ability to interact with people at all levels of the university with the highest professional standards of conduct and with acute sensitivity to the political environment.
• Capable of maintaining strict confidentiality with an ability to recognize and handle confidential information in an appropriate manner.
• Advanced computer skills with proficiency in using a variety of information technology tools and the ability to identify and adopt new tools to support effective administrative operations.
• Is familiar with and applies best practices in diversity and inclusion practices, strategies, systems, policies, and is a role model for inclusive and culturally competent behaviour.
• Ability to proofread with emphasis on attention to detail.
• Demonstrate strong analytical and problem-solving skills.

• Provide senior level administrative support to the AVPHR by maintaining and managing the complex schedule to maximize the use of their time, screening, prioritizing and rearranging appointment, scheduling and deferring meetings, referring requests to others within the portfolio as appropriate.
• Ensure that the AVPHR is properly prepared and briefed for meetings and other engagements.
• Maintain and prioritize task lists to ensure deadlines are met and action items are completed, with minimal supervision. This involves communication with other senior-level individuals within HR and across the University.
• Coordinate all meeting requirements: finalize meeting dates, book facilities, food and beverage, prepare and distribute invitations, agendas and meeting materials, attend meeting, record and distribute meeting minutes, summarize next steps and responsibilities for action and send follow up messages.
• Manage the day-to-day financial processes for the department under the direction of the AVPHR. Administer departmental and Central fund accounts, monitor activities, and ensure the accuracy and validity of account transitions. Verify that all claims and expenditures are in accordance with university policy and generally accepted accounting practice.
• Ensure critical and sensitive matters are prioritized and handled expeditiously based on in-depth knowledge of the AVPHR’s priorities. Ensure the AVPHR is alerted to approaching deadlines and commitments.
• Maintain thorough knowledge of University policies and procedures, hierarchy and protocols to ensure meetings, events, and other commitments are prioritized accordingly.
• On behalf of the AVPHR, triage issues to determine action requirements. Liaise with HR Senior Leadership to facilitate resolution of issues and ensure follow-up in resolution action plans.
• Ensure the timely flow of information related to the AVPHR’s portfolio. Review reports and disseminate information to stakeholders and to the AVPHR.
• Responsible for development and logistical support of HR Senior leadership team and departmental staff meetings.
• Monitor HR staff time away from work via attendance management system (e.g., vacation, sick, and appointments).
• Maintain personnel files for the HR department staff, which contain sensitive and confidential material.
• Coordinate and plan institutional HR-led events such as the Celebration of Service Awards and the Special Recognition for Staff Awards.
• Work closely with and support the Communication and Projects Manager in the AVPHR office on departmental operations and initiatives.
• Manage space, facilities, and furniture for the department. Manage any office moves including developing and responsibility over project plan, liaising with University’s space planners, selecting vendors, communicating with affected staff, and ensuring the move is executed on plan and on budget.
• Act as lead for departmental procurement initiatives and functions as the primary liaison with Financial Services, Procurement Service and the Budget Office.
• Manage the AVPHR’s travel; planning trips and coordinating itineraries, ensuring that the AVPHR is properly prepared and briefed for meetings, speeches and other engagements and for processing travel or expense reimbursements.
• Review financial policies, internal controls and systems and recommend changes to improve efficiency, standardization, and effectiveness.
• Promote a culture of inclusion, with a commitment to the University’s Indigenization, Equity, Diversity, Inclusion, Accessibility and Anti-Racism initiatives designed to foster an inclusive, supportive, and welcoming work environment for individuals with diverse backgrounds and identifies.
• Undertake other duties as assigned in support of the department/unit.