Departmental Assistant

6 months ago

Kingston, Canada Queen's University Full time

Departmental 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

**A Brief Overview**
The Yellow House Student Centre for Equity & Inclusion is committed to creating comfortable and accountable spaces for students who identify as Queer, Trans, Black, Indigenous, and/or as People of Colour (QTBIPoC) to feel safe, to create community, to be empowered, to celebrate their identity and to flourish. We seek to engage students in initiatives that actively dismantle oppressive, racist and colonial ideologies and practices.

Reporting to the Director, the Departmental Assistant provides overall administrative and clerical support for operations at the centre, including support and organization of programs and events and liaising with a wide range of internal and external partners across students, staff and faculty. Using an inclusive approach, the person in this role will engage with individual students and student groups to build awareness of Yellow House initiatives, programming and events tailored
for equity deserving students.

This position is the first point of contact and resource person for the department, and communicates with students, staff, faculty and the general public. This position screens all incoming calls, answers inquiries, and responds, redirects or escalates accordingly. This position also performs general clerical duties such as scheduling appointments, meetings, and booking rooms, dealing with inbound and outbound mail, and filing.

The schedule for this position requires the incumbent to work evenings and weekends.

**Job Description**:

**What you will do** Acts as resource or contact person for the department including providing information, feedback and support to staff, faculty, students and the public.
-Provides triage and recommends resources as required.Provides general office support including mail and courier handling and distribution, scheduling meetings, workshops, presentations and/or information sessions, maintaining administrative calendars, booking rooms, and maintaining inventory of office suppliesUpdates and maintains records.
- Orders, distributes, and monitors all departmental keys and fobs.
- Supports users of IT equipment in conference rooms and escalates problems to IT for resolution.
- Performs general accounting activities including invoice generation, requisitions, expenses, collecting and processing cash and cheques, and reconciliations.
- Provides cultural support in response to requests including openings and closings for events. Contributes to ceremonies, workshops and class activities.
- Updates website content as directed and make recommendations to keep website current.
- Other duties as required in support of the department and/or unit.

**Required Education**
- Two-Year Community College Diploma.

**Required Experience**
- More than 1 year and up to and including 2 years of experience.

**Required Licenses and Certifications** Satisfactory Criminal Records Check required.
Vulnerable Sector Screening required.

Consideration will 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.

Employment Equity and Accessibility Statement

**Skills**
- Attention To Detail
- Relationship Building
- Time Management

**Reference**
- 348531

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