Departmental 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.
Come work with us!

JOB SUMMARY

This position is subject to the Interim Policy on Hiring of Indigenous Specific Positions. The interim policy can be found on the following link: https://www.queensu.ca/secretariat/policies/administration-and-operations/hiring-indigenous-specific-positions-interim-policy.
The Four Directions Indigenous Student Centre (FDISC) exists to enhance the development and wellbeing of the Queen’s University Indigenous Community. The Centre serves as a hub for the University’s implementation of Indigenous priorities, encouraging university stakeholders, including students, faculty, staff and senior administrators, to develop an awareness and appreciation of the Indigenous experience in Canada. In keeping with the teachings of the Four Directions, the Centre supports individual Indigenous students in balancing their academic, spiritual, physical and emotional needs. Reporting to the Director, Four Directions Indigenous Student Centre, the Departmental Assistant provides administrative, organizational, and financial support that contributes to the smooth and efficient functioning of Four Directions. Responsibilities also include financial transactions, timekeeping, support special projects, and support for the Director. The incumbent must have Indigenous ancestry and demonstrated connection with an Indigenous community and other Indigenous networks.
This position acts as the point of contact for the department including triaging requests for information, drafting correspondence, and coordinating meetings. This position assists with planning and coordinating various events, and maintains a calendar for booking conference rooms and classrooms. This position also performs general accounting and bookkeeping activities including accounts payable, accounts receivable, invoices, requisitions, reconciliations, and expenses.
The schedule for this position requires the incumbent to work evenings and weekends.

REQUIRED EDUCATION

• Two-Year Community College Diploma.

REQUIRED EXPERIENCE

• More than 1 year and up to and including 2 years of experience.
  o Experience working with Indigenous groups considered an asset.
  Consideration may be given to an equivalent combination of education and experience.

JOB KNOWLEDGE AND REQUIREMENTS

• Knowledge and insight of practical methods, techniques, and work processes that is typically acquired through a combination of technical training and/or work experience.
• Provide information that requires technical or administrative explanation or interpretation.
• Attempts to resolve a difficult or challenging interpersonal situation, or overcome resistance to gain cooperation, before referring to others.
• Manage own work effectively and follows through on commitments, using the available resources.
• May distribute work to deliver objectives on time and to the highest standard and help others access resources to support goal achievement.
• Resolve recurring problems and situations using established procedure and guidelines.
• Bring forward problems, obstacles or challenges to work completion in a timely manners so deadlines continue to be met.
• Break down concrete issues into parts and selects best solution from clear alternatives and past practices.
• Acknowledge and respect diverse cultural traditions and beliefs.
• Question attitudes, comments and behaviours which are discriminatory and seeks out appropriate resources to remove these from the workplace.

• Acts as the point of contact for the department including triaging requests for information, drafting correspondence, and coordinating meetings.
• Performs general accounting and bookkeeping activities including accounts payable, accounts receivable, invoices, requisitions, and reconciliations.
• Assists with planning and coordinating various events, and maintains a calendar for booking conference rooms and classrooms.
• Orders office supplies and equipment.
• Confirms and processes expenses and reimbursements including procurement cards.
• Assigns and maintains key system access.
• Provides back-up support to other administrative staff within the department.
• Administers all paperwork involved in hiring casual employees.
• Administers payroll for casual employees.
• Act as departmental timekeeper for casual payroll.
• Functions as an undergraduate student liaison for student-related activities.
• Updates website content.
• Other duties as required in support of the department and/or unit.