Administrative Assistant to The Department Head
3 weeks ago
Administrative Assistant to the Department 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.
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Job Summary
Reporting to the Manager of Operations, the Administrative Assistant is responsible for providing a broad range of executive support to the Department Head as part of a high level team to ensure that communications, interactions and administrative support to the Department Head are managed proficiently and delivered with the highest standards of excellence, confidentiality, and professionalism. The incumbent frequently interacts with senior administrators to facilitate an appropriate flow of information on numerous complex and sensitive issues between the Department of Medicine and internal and external stakeholders. The incumbent briefs the Manager of Operations and Department Head on emerging issues as they arise, and facilitates strong communication between the team. The incumbent 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 special events/projects. The incumbent must function with an exceptional level of accuracy, good judgment and efficiency. This is a highly visible and responsible position with significant overall impact on the effectiveness and reputation of the department.
**Job Description**:
**KEY RESPONSIBILITIES**:
- Participates in the management of the Department Head’s busy and complex schedule, which includes arranging and attending meetings, taking notes during meetings, conducting courtesy calls, arranging and coordinating internal and external visits, conference calls, and other logístical arrangements. The incumbent is responsible for responding to numerous enquiries on behalf of the Department Head internally and externally with limited direction. The incumbent is responsible for managing the majority of the Department Head’s travel; planning trips and coordinating itineraries, ensuring that the Department Head is properly prepared and briefed for meetings, speeches and other engagements and for processing travel reimbursements.
- Establishes priorities and agendas, conducts research and analysis of issues of importance and sensitivity, synthesizing and interpreting data related to academic and operational issues pertinent to the department to provide support and facilitate strategic planning and decision making and produce briefing materials and information for significant matters.
- Ensures critical and sensitive matters are prioritized and handled expeditiously based on in-depth knowledge of the Department Head’s priorities. Reviews reports and disseminates information to stakeholders and to the Department Head. Ensure an effective system to bring forward documents and correspondence for reply, agenda items for meetings, reports for comment or dissemination.
- Composes original correspondence on behalf of the Department Head on a wide spectrum of matters. This often involves sensitive and confidential correspondence.
- Manage the Department Head’s clinical practice including coordinating and reporting all patient billing to SEAMO, updating patient files to include tests and clinic notes, managing patient appointments through efficient use of the hospitals’ Patient Care System.
- Initiates and maintains good working relationships with senior-level individuals within the university community and external agencies on behalf of the Department Head.
- Monitors and manages the Department Head’s correspondence, alerting the appropriate most responsible persons in matters of urgency and sensitivity.
- Leads the direction and development of the Department Head’s routine correspondence, and supports drafting of complex correspondence, to ensure relevant and timely information.
- Coordinate all meeting requirements including preparation of presentations for the Department Head to provide to internal audiences. 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 and provide a leadership role related to annual report submission by faculty. Review annual reports for accuracy and content. Review the annual reports and provide direction and feedback to the Department Head in advance of face-to-face faculty meetings, attend meetings, and follow up on outstanding items.
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