Departmental Assistant

3 months ago

Kingston, Canada Queen's University Full time

**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**
This position provides administrative support to the department and participates in the development of policies and procedures. This position coordinates seminars, lectures, conferences and special events hosted by the department and/or unit. This position performs general accounting and bookkeeping activities including journal entries, accounts payable, expenses, accounts receivable, invoices, requisitions, reimbursements and reconciliations, and generates accounting reports to support the operations. This position assists with the preparation of annual budget and projections. This position also provides guidance and coordinates workflow of other staff.

**What you will do**

Acts as the first point of contact for the department and frontline resource and contact person for senior staff.

Provides administrative support to the department and participates in the development of policies and procedures.Coordinates seminars, lectures, conferences and special events hosted by the department and/or unit.Responds to inquiries on behalf of senior staff, manages correspondence and calendars, and makes travel arrangements including for visitors and guest lecturers.Performs general accounting and bookkeeping activities including journal entries, accounts payable, expenses, accounts receivable, invoices, requisitions, reimbursements and reconciliations.Generates accounting reports to support the operations.Assists with the preparation of annual budget and projections.Prepares and distributes correspondence, documents, and/or reports, and maintains files.Coordinates operations support for the department including purchasing materials, maintaining inventory levels, space allocation, key control, and equipment maintenance.Provides guidance and coordinates workflow of other staff.
- Coordinates and plans for physical services including space allocation, security, accommodation, equipment maintenance and supplies. Processes casual and student payroll.Acts as the departmental timekeeper.
- Tracks all staff training and ensures that mandatory training is completed.
- 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.

**Required Experience**
- More than 2 years and up to and including 3 years of experience.

Consideration may be given to an equivalent combination of education and experience.

**Job Knowledge and Requirements**
- Practical and applied knowledge of specialized methods and processes that are typically acquired through a combination of technical or academic qualification and/or work experience.
- Provide consultation and advice on non-straightforward and/or complex issues.
- Interaction with others typically requires interpersonal skills and the ability to understand and influence.
- Adapt messages to meet the needs of the intended audience.
- Build relationships, trust and credibility.
- 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.
- Contribute to setting work priorities and direction, supporting the team in achieving goals and objectives.
- Participate in project team meetings and develop individual project plans.
- Lead procedural or technological change within a unit.
- Identify new problems and seek information and input to fully understand the cause of problems.
- Identify opportunities to improve the effectiveness and efficiency of work processes.
- Draw logical conclusions and provides opinions and recommendations.
- Research equity, diversity, accessibility and inclusion resources and best practices relevant to the job and unit operations in order to inform evidence-based planning.
- Commitment to principles of equity, diversity, accessibility, inclusion, Indigenization and human rights for equity deserving groups.

**Employment Equity and Accessibility Statement

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