Administrative Assistant

3 weeks ago

Kingston, Canada Queen's University Full time

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.

Come work with us

Job Summary

Reporting to the Director of Operations and taking direction from the Senior Advisor - Weeneebayko Partnership and the Interim Director, Kaleidoscope Institute, the Administrative Assistant is responsible for providing administrative and secretarial support activities for the Kaleidoscope Institute and the Queen’s Weeneebayko Health Education Program. Duties include managing and maintaining calendars for the Interim Director and Senior Advisor; event, conference and meeting coordination; scheduling, compiling, processing and disseminating information. The incumbent will also provide support on various special projects and will communicate and liaise with other members of the University community and outside agencies. The incumbent must function with an exceptional level of accuracy, good judgment and efficiency. The Administrative Assistant is expected to act with initiative, make decisions independently, work collectively and consult with the Faculty of Health Sciences administrators and staff as required.

The schedule for this position requires the incumbent to work flexible hours, including early mornings and evenings on occasion to support area needs.

**Job Description**:

**KEY RESPONSIBILITIES**:

- Respond to queries on a wide variety of issues; re-direct queries as necessary.
- Maintain an effective system to bring forward necessary documents and correspondence for reply, agenda items for meetings, reports for comment or dissemination and ensures the Interim Director and Senior Advisor are properly prepared and briefed for meetings, ensuring that any necessary follow-up is completed. Maintain topical, as well as chronological files for each Office.
- Arrange meetings, conferences and events. This includes advertising events, room reservations, teleconferences, organizing catering, dinners and receptions, paying travel claims, and expenses of invited guests.
- Aid in administering special projects in support of each Office; help plan and implement the yearly calendar of events; create and maintain databases for events.
- Arrange and coordinate all travel and accommodation to national/international destinations in connection with administrative and research activities for members of the Kaleidoscope Institute and Queen’s Weeneebayko Health Education Program and/or delegates.
- Perform financial duties in support of any function or special project sponsored by each Office. This includes preparing travel expenses, claims, paying invoices, ordering supplies, keeping records and paying invoices for all books, memberships and journals ordered for the Interim Director and Senior Advisor or any bills that directly involve their Offices.
- Act as contact and resource person for collaborators from Queen’s and other institutes/countries. Keep the Interim Director and the Senior Advisor advised and aware of important matters requiring their attention. Liaise with others in each Office, within the university and with outside agencies. Serve as contact for questions, comments or concerns regarding each Office or their projects. Research or synthesize answers to solve problems where possible and answer questions as they arise; redirect highly unusual problems to more senior staff.
- Undertake other duties and/or special projects as assigned in support of each Office.

**REQUIRED QUALIFICATIONS**:

- University degree or three-year post-secondary education in office administration.
- Previous (3 to 5 years minimum) of relevant experience providing administrative support at a senior level in a demanding office environment.
- Comprehensive knowledge of the Faculty of Health Sciences, university policies, procedures, financial/computing systems and the organizational structure.
- Consideration may be given to an equivalent combination of education and experience.

**SPECIAL SKILLS**:

- Respect diversity and promote equity, inclusion and accessibility in the workplace.
- Ability to work in a confidential, high-pressure environment and to independently make decisions and set priorities to juggle many conflicting tasks.
- Ability to respond diplomatically and sensitively using good judgment in difficult situations, and to interact professionally with all levels, internal and external to the University.
- Superior interpersonal and communications skills (both verbal and written) to deal with a wide variety of individuals in a professional manner and to provide clear and accurate information.
- Ability to respect diversity and promote inclusion

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