Administrative Assistant to the Dept. Head

at  Queens University

Administrative Assistant to the Dept. Head
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 Associate Director, Administration, Initiatives, and Operations (‘AD’) and working closely with the Department Head, the Administrative Assistant provides a broad range of executive-level support to the Department Head as part of a high-level team to ensure that communications, interactions, and administrative support are managed proficiently and delivered with the highest standards of excellence, confidentiality, and professionalism across all areas of the department; clinic, education, research and operations, to optimize communication and efficiency. The Administrative Assistant frequently interacts with senior administrators to facilitate the appropriate flow of information on numerous complex and sensitive issues between the Department of Family Medicine and internal and external stakeholders. The Administrative Assistant works closely with Department Head and AD on emerging faculty and departmental issues as they arise and facilitates communication and actions among appropriate team members. The Administrative Assistant has responsibility for planning and maintaining the schedule of the Department Head. Other administrative duties include general communication, meeting coordination and support, travel planning, record keeping, maintaining contact databases and coordinating special events/projects. The Administrative Assistant must function with an exceptional level of accuracy, judgment, efficiency, and discretion. This is a highly visible and responsible position with significant overall impact on the effectiveness and reputation of the department.
Job Description

REQUIRED QUALIFICATIONS:

• 3-year post-secondary degree in a relevant field.
• Several years (5+ minimum) of experience in a progressive senior/executive administrative role, preferably in an academic environment.
• Ability to work with management levels across institutions and agencies (internal and external).
• Experience coordinating and drafting communications, emails, letters, and briefing notes.
• Extensive knowledge of university /faculty structures, policies and procedures is considered an asset.
• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:

• Attention to detail and accuracy, and the ability to handle matters of a sensitive and confidential nature are skills of absolute importance.
• Project oriented perspective. Highly organized; flexible, and able to undertake diverse responsibilities.
• Organization and time-management skills to coordinate work and competing priorities.
• Strong attention to detail.
• Strong communication (verbal and written) and interpersonal skills to interact with all levels of faculty, staff and students; using tact, initiative, good judgment and patience.
• Analytical, interpretive, and problem-solving skills.
• Computer and office skills, including advanced database management, spreadsheet analysis, word processing skills, scanning, PowerPoint presentation development, proficiency with dicta machine transcription, and minute-taking skills. Ability to adapt to emerging technology.
• Strong ability to work independently and be self-directed to execute work efficiently.
• Ability to maintain composure in stressful situations.

SKILLS

• Attention To Detail
• Collaboration
• Communications
• Time Management

• Provides administrative support to the Department Head and AD. Manages their busy and complex schedules, which includes coordinating and attending meetings and working groups, taking notes during designated meetings, arranging meeting with faculty members, physician colleagues, and community stakeholders, arranging and coordinating internal and external onsite/virtual meetings and logistical arrangements.
• Arranges and coordinates all travel on behalf of the Department Head; this can include planning trips, coordinating itineraries, and processing travel reimbursements.
• Prepares correspondence (such as email and letters) on behalf of the Department Head with limited direction. Ensures critical and sensitive matters are prioritized and handled expeditiously and appropriately based on in-depth knowledge of the Department Head’s priorities and schedules. Ensures an effective system to bring forward documents and correspondence for reply.
• Keeps the Department Head and AD apprised of deadlines, urgent matters, significant events / specific concerns, and departmental / committee action items.
• Acts as a primary contact for the Department Head and the AD, responding to inquiries from internal and external stakeholders for meetings and coordinating work and information flow.
• At the direction of the AD, develops and implements department-wide communications and process improvements to improve information flow and administrative efficiencies.
• Works closely with the operations team to ensure information sharing and coordination.
• Coordinates the annual faculty review process and hospital reappointment process, working with faculty members to prepare and collect documentation for submission to the Department Head.
• In collaboration with the Faculty Support Coordinator, coordinates the administration of Hospital Privileges for department personnel and community family physicians, including liaising with hospital administrators ensuring documentation is current and filed in a timely, confidential and secure manner.
• Evaluates departmental, administrative, and financial systems and procedures, recommends improvements to the AD and Finance Manager and participates in implementation as required.
• Develops and maintains a yearly calendar of events and meetings for the department. Provides administrative and logistical support for departmental and external meetings at the public health level, including preparing the agenda, preparing reports, developing and compiling materials, recording and distributing meeting minutes, and following up on action items.
• Develops and maintains a filing system for department administrative files, teaching personnel files and the Department Head’s personal files. Ensures departmental filing systems and procedures are consistent and secure to facilitate confidentiality and document retrieval.
• Advises the Department Head and faculty members on university policies, procedures and guidelines.
• In collaboration with the AD, organizes and coordinates the logistics for guest lectures, visiting academics and events, including department-wide retreats and special faculty dinners.
• Provides administrative support to the department, including photocopying, scanning, ordering office supplies, scheduling courier service, and printing documents.
• Coordinates department initiatives and special reviews in support of the Department Head.
• Coordinates the preparation and submission of faculty annual reports, including collecting and synthesizing materials from the Faculty to ensure proper formatting to facilitate review by the Department Head.
• Promotes a positive work environment that supports a culture where a diverse range of ideas and perspectives are encouraged.
• Conducts other duties in support of the department as required.