Faculty Administrative Assistant
2 months ago
Faculty 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
This position acts as the first point of contact for the department and frontline resource and contact person for senior staff. This position responds to inquiries on behalf of senior staff, manages correspondence and calendars, and makes travel arrangements. This position is responsible for schedule management, organizing and coordinating meetings and conferences, and responding to inquiries. This position also performs general accounting and bookkeeping duties including accounts payable, accounts receivable, and expense reimbursements.
**Job Description**:
What you will do
- Acts as the first point of contact for the department and frontline resource and contact person for senior staff.
- Responds to inquiries on behalf of senior staff, manages correspondence and calendars, and makes travel arrangements.
- Prepares and distributes correspondence, documents, and/or reports, and maintains files.
- Plans and coordinates meetings, prepares materials, and records and distributes minutes.
- Performs general accounting and bookkeeping duties including accounts payable, accounts receivable, and expense reimbursements.
- Generates financial reports for the department and/or unit.
- Maintains faculty members training records.
- Coordinates conferences and special events hosted by the department and/or unit.
- Coordinates and processes renewal, tenure and promotion (RTP) reviews for faculty.
- Maintains and updates the department website, social media channels and other electronic systems content.
- Co-ordinates maintenance requests.
- Other duties as required in support of the department and/or unit.
Required Education
- Three-year Community College Diploma or Three-Year Bachelor Degree, or equivalent.
- in office administration preferred.
Required Experience
- More than 2 years and up to and including 3 years of experience.
- Experience in client and/or customer experience functions considered an asset.
- Experience working with diverse populations/equity deserving groups considered an asset.
- Experience with providing administrative support considered an asset (e.g., document editing, proofing, formatting and production, data entry, scheduling/coordinating meetings and/or travel arrangements, receiving/relaying messages, etc.).
- Experience in financial services practices considered an asset (e.g., maintaining accounting records, etc.).
- Experience with operating systems technologies considered an asset (e.g., Linux OS, Windows OS, AD Forests, Domains, Trusts, DNS, DHCP, Group Policy and Organizational Units, VMware, VM backups tools, etc.).
- Experience in web design and website content development and management tools
considered an asset (e.g., DreamWeaver, FrontPage, etc.).
- Experience working at a post-secondary education institution considered an asset.
- Experience planning, coordinating and/or managing events or promotions 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 substantial work experience.
- Provide information to others that requires technical or administrative explanation or interpretation.
- Attempts to resolve a difficult or challenging interpersonal situation, or overcome resistance to gain.
- Adapt messages to meet the needs of the intended audience.
- Manage own work and may train and review the work of casual employees, work study students, and/or volunteers, to see commitments through to completion.
- Participate in project team meetings and is involved in developing individual and team project plans.
- Identify new problems and seeks information and input to fully understand the cause.
- Identify opportunities to improve the effectiveness and efficiency of work processes.
- Break down concrete issues into parts and synthesizes information succinctly.
- Respect diversity and promotes inclusion in the workplace.
- Awareness of relevant legislation, including Employment Equity, Human Rights legislation, Treaties, sexual violence legislation and the Accessibility for Ontarians with Disabilities Act and its regulations.
Employment Equity and Accessibility Statement
**Skills**
**Reference**
- 388911
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