Intake and Administrative Assistant

at  Queens University

Intake and Administrative Assistant
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
Reporting to the Office Manager, Human Rights and Equity Office (HREO), the Intake and Administrative Assistant is responsible for providing senior level organizational and administrative support to the HREO Team to ensure that communications, interactions and administrative support are managed with the highest standard of excellence, confidentiality and professionalism. The Intake and Administrative Assistant is responsible for first contact with a diverse constituency in relation to a wide variety of human rights, equity and sexual violence issues. The Intake and Administrative Assistant is responsible for managing the Director’s (Human Rights and Equity) complex schedule and priorities, which requires an exceptional level of accuracy, good judgement and efficiency to take action without consultation as required when the Director (HREO) is unavailable. The Intake and Administrative Assistant contributes to the smooth and efficient operation of the HREO and serves as a liaison with a number of units within the university community, as well as external collaborators requiring strong communication, meeting coordination and support, record keeping, and strong event and project coordination. As the HREO’s expected first point of contact with students, staff, and faculty who are experiencing harassment, discrimination or violence, the Intake and Administrative Assistant establishes a welcoming, non-judgmental, and confidential environment for disclosures and referrals to Human Rights Advisory Services and Sexual Violence Prevention and Response Services.
Committed to Indigenization, equity, diversity, inclusion, accessibility and anti-racism (I-EDIAA), the Intake and Administrative Assistant functions with a high degree of autonomy, exceptional level of accuracy, good judgment, efficiency, and high degree of tact and discretion, while working in a fast-paced environment. The Intake and Administrative Assistant is a highly visible, multifaceted position with significant impact on the effectiveness and reputation of the HREO.
Job Description

REQUIRED QUALIFICATIONS:

• Three-year post-secondary education at the College or University level, with a minimum 5 years experience providing senior or executive-level administrative support in a high profile area of a university, is preferred.
• Demonstrated experience effectively managing meetings, phone calls, and emails for an executive level position within an environment of constantly shifting priorities and deadlines.
• Demonstrated experience in a fast-paced, dynamic work environment, effectively managing the schedule, correspondence and priorities for an executive-level position within an environment with continuously shifting priorities and deadlines.
• Extensive knowledge of senior level office practices and the ability to anticipate, and respond to, the needs of senior management.
• Demonstrate a commitment to fostering a collaborative working and learning environment that celebrates diversity and inclusion.
• Knowledge of the university structure, procedures, policies, regulations and applicable collective agreements is preferred.
• 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.
• Consideration will be given to an equivalent combination of education and experience.

SPECIAL SKILLS:

• Strong organization, time management and prioritization, with the ability to plan/coordinate multiple work initiatives effectively and within set timelines and prioritize the Associate Vice Principal’s time demands with a high degree of independence.
• Service-oriented and capable of dealing with a wide variety of constituents in a professional, respectful manner. Ability to remain calm and professional in challenging, fast-paced circumstances.
• Sound knowledge of societal and institutional barriers to inclusion experienced by members of equity-deserving communities.
• Ability to create a welcoming and responsive environment for survivors/victims of harassment, discrimination, and violence.
• High level of attention to detail and accuracy.
• Ability to maintain a calm demeanor, focus and high level of work performance in a multi-tasking, highly intensive office environment with competing demands and frequent interruptions.
• Superior interpersonal and communication skills to effectively work with, and build, collaborative relationships with a diverse group of people, from all university constituencies, and both internal and external to the University.
• Resourcefulness, with the ability to use networks to gather information/data to prepare briefs/summaries as required.
• Excellent written and verbal communication skills.
• Strong problem solving, discretion, judgement, and tact with an understanding of the acute sensitivity to the political environment and reputation of the HREO and Queen’s and an understanding of when to involve others in decision-making. Capable of maintaining strict confidentiality with an ability to recognize and handle confidential information in an appropriate manner.
• Advanced administrative skills, including the use of technology for information consolidation/distribution/reporting and data analysis.
• Able to self-motivate and take independent initiative, with the ability to work within a team environment, and with minimal supervision.

SKILLS

• Attention To Detail
• Calendar Management
• Organization
• Reception
• Time Management

• Provide senior level administrative support to the Director, by maintaining and managing the complex schedule for the Director to maximize the use of their time; screening, prioritizing and rearranging appointments; scheduling and deferring meetings; referring requests to the Office Manager and others within the portfolio as appropriate. Act as the primary contact for the Director with regard to scheduling meetings and responds to enquiries on behalf of the Director internally and externally with limited direction.
• Primary contact for the HREO responsible for ensuring a positive, welcoming and inclusive environment and that all visitors to the HREO are professionally received. Working closely with the Office Manager, respond to or direct a wide range of inquiries (email, in-person and via phone) relating to the office filtering and triaging messages and proactively informing the Office Manager of potential actions, issues, and problems, providing suggested responses when appropriate.
• Provide intake services including but not limited to triaging and assessing needs for clients seeking advice from the Human Rights and Equity Office. This may involve trauma informed first response to university community members experiencing sexual violence, racism, ableism, homo/transphobia and related concerns.
• Ensure critical and sensitive matters are prioritized and handled expeditiously based on in-depth knowledge of the HREO priorities.
• Provide support to the Office Manager and the HREO Team as needed to support the effective functioning of the Office.
• Manage and maintain the HREO training database; create training sessions, provide reports to departments and respond to completion inquiries.
• Coordinate standing and ad hoc committees and working groups chaired by the leadership in the HREO. Duties include compiling and circulating agendas, preparing meeting materials, recording/distributing minutes, and following up on action items.
• Arrange and coordinate travel and accommodations; Interpret and ensure adherence to travel and finance policies and procedures. Prepare timely reimbursements for expense claims.
• 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.
• 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. This includes the administration of the HREO destruction schedule.
• Manage the inventory of office supplies and ensure departmental office equipment is maintained in good working order. Responsible for ordering office supplies as required.
• Responsible for development and logistical support of HR-related initiatives including staff time away from work via attendance management system (e.g., vacation, sick, and appointments).
• Maintain personnel files for the Office, which contain highly sensitive and confidential material.
• Manage space, facilities, furniture, and technology for the department. Manage any office moves including developing and managing a project plan and budget and liaising with University’s space planners.
• Maintain thorough knowledge of university policies and procedures, governance and administrative structure.
• Manage the day-to-day financial processes for the Office. Administer departmental fund accounts, monitor account activity and ensure the accuracy and validity of account transactions. Verify that all claims and expenditures are in accordance with University policy and generally accepted accounting practice.
• Support and promote a culture of I-EDIAA in the workplace.
• Undertake other duties or special projects as required in support of the portfolio.