Administrative Assistant

1 week 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, Employee Wellness Services, the Administrative Assistant performs a broad range of administrative, financial and clerical duties to support the day-to-day function and various projects administered by Employee Wellness Services (EWS). The Administrative Assistant also facilitates communications with internal and external stakeholders and coordinates a variety of university-wide, Human Resources (HR) led events and initiatives.

The Administrative Assistant functions with an exceptional level of accuracy, good judgement, and efficiency. The Administrative Assistant is expected to act with initiative, make decisions independently, work collaboratively and consult with the unit’s staff as required.

**Job Description**:

**KEY RESPONSIBILITIES**:

- Provides administrative support to the EWS unit by managing calendars and organizing appointments/meetings as needed, maintaining filing systems and databases related to unit operations, preparing and distributing confidential correspondence, drafting documents and reports, and maintaining inventory and ordering office supplies.
- Provides case management of non-complex return to work files. This includes; maintaining the Accommodation Binder, archiving of files, working collaboratively with supervisors, employees, union representatives and HR colleagues to recommend strategies for facilitating a safe and timely return to work from a medical absence and/or development of an accommodation, determining when additional medical information is required and requesting additional information as needed, developing the return to work/accommodation plan, and referring cases to the Specialist or unit Associate Director as required.
- Serves as the primary contact for the EWS unit for questions, comments or concerns, regarding its services or its projects, and uses good judgement to collect pertinent information for the department to respond appropriately. Redirects highly unusual problems to more senior staff and ensures senior staff are advised and aware of important matters requiring their attention.
- Prepares senior staff for meetings, conferences, appointments and special events by researching and compiling documentation and files from a variety of sources in a timely manner to ensure senior staff is adequately prepared, organizing travel if necessary, booking rooms, organizing catering, and other activities to ensure a productive event.
- Arranges and coordinates all travel and accommodation in connection with availability of EWS staff.
- Maintains the confidentiality of all confidential and restricted information.
- Prepares and processes financial transactions related to cheque requisitions, purchases, including ordering supplies, deposits, reimbursements, travel advances/expenses, mileage, purchase orders, journal entries, and arrangements for events (e.g. venues, catering, etc.). Conducts reconciliations to assist in expenditure control.
- Reports modified work arrangements through PeopleSoft to ensure employee payment in a timely manner and reports Central Fund eligible employees to payroll for monthly processing.
- Supports the EWS unit with the development and delivery of workshops, presentations and associated material.
- Supports senior staff and various project initiatives by conducting research, gathering and documenting data for analysis, developing templates and administrative process documents, and preparing regular and adhoc reports/queries necessary.
- Participates on committees and sub-committees as assigned.
- Uses project management skills to lead or support university HR-led events such as Thrive.
- Keeps up-to-date on all relevant legislation, case law and educational changes in the field of Employee Wellness.
- Act as primary liaison with the Associate Vice-Principal (Human Resources) Business Office for all routine matters of housekeeping, maintenance and safety.
- Supports the onboarding of new staff to the unit, including the coordination of technology, telephone and other office equipment.
- Performs other duties as assigned to support the operational requirements of the unit.

**REQUIRED QUALIFICATIONS**:

- Post-secondary degree and/or diploma.
- 2 years’ experience providing administrative support to a department/business.
- Ability to maintain confidentiality while working with a diverse group of clients, many with unique and challenging health concerns.
- Experience coordinating high-profile events that provide a broad range of activities

  • Administrative Assistant

    4 days ago

    Kingston, Ontario, Canada Queen's University Full time

    Reporting to the Director, Employee Wellness Services, the Administrative Assistant performs a broad range of administrative, financial, and clerical duties to support the day-to-day function and various projects administered by Employee Wellness Services (EWS). The Administrative Assistant also facilitates communications with internal and external...

  • Administrative Assistant

    1 week 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 &...

  • Administrative Assistant

    1 week 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 &...

  • Administrative Assistant

    2 weeks ago

    Kingston, Canada S. Rayner & Associates Ltd. Full time

    **Company description** S. Rayner & Associates provides professional real estate appraisal and consulting services across Eastern Ontario. **Job description** Reporting to the Manager, the Administrative Assistant provides support to the leadership and appraisal teams. The Administrative Assistant will work collaboratively with all staff and stakeholders...

  • Administrative Assistant

    3 weeks ago

    Kingston, Canada Limestone Analytics Full time

    **Who We Are** Limestone Analytics (Limestone) is a growing international consulting firm specializing in the economic analysis of public policies, social programs, and international development projects. We help organizations advance meaningful change through collaborative and evidence-based decision-making. Since our inception in 2016, Limestone has...

  • Administrative Assistant

    3 weeks ago

    Kingston, Canada Limestone Analytics Full time

    **Who We Are** Limestone Analytics (Limestone) is a growing international consulting firm specializing in the economic analysis of public policies, social programs, and international development projects. We help organizations advance meaningful change through collaborative and evidence-based decision-making. Since our inception in 2016, Limestone has...

  • Administrative Assistant

    2 months ago

    Kingston, Canada Northfleet Group Inc. Full time

    **Job Opportunity: Administrative Assistant** Join the dynamic team at Northfleet Group Inc., a leading concrete contractor dedicated to delivering unparalleled services. As our full-time Administrative Assistant based in Kingston, ON, you will play a pivotal role in ensuring smooth operations and fostering a positive work...

  • Administrative Assistant

    4 days ago

    Kingston, Ontario, Canada Providence Care Full time

    Job Code: 9365Status: Temporary Full Time (up to 6 months)Location: Providence Care HospitalUnion: Non UnionWage: $ $32.34Posting Period:September 19, September 25, 2023**The Administrative Assistant acts independently to provide quality and confidential administrative support to the Senior Director, while ensuring a person-centred and professional approach....

  • Administrative Assistant

    2 months ago

    Kingston, Canada Bay Park Children's Centre Full time

    **Job Description : Administrative Assistant** **Position Summary**: - The Administrative Assistant is accountable to the Director for the overall day-to-day financial and administrative management of Bay Park Children’s Centre. **Key Duties and Responsibilities**: - Preparation of monthly, quarterly, and annual financial reports for the Board and/or...

  • Administrative Assistant

    3 weeks ago

    Kingston, Canada Assante Financial Management - Fenlon Financial Division Full time

    **Summary of Role**: Assante Financial - Fenlon Division is currently looking for an Administrative Associate to provide administrative support to a Financial Advisory team in the day to day operations of an established financial planning practice. **Duties and Responsibilities**: - Respond to all customer issues by phone or in person, in a timely and...

  • Administrative Assistant

    3 weeks ago

    Kingston, Canada CFMWS Full time

    **WHO WE ARE** CFMWS. A job with purpose. Our 4000+ person strong organization champions a healthy, fun, creative and active lifestyle for Canadian Armed Forces members, Veterans and their families. Help us deliver a variety of recreation and fitness programs, offer family support, organize charity events and make sure our members access retail, travel and...

  • Administrative Assistant

    1 week 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 &...

  • Administrative Assistant

    3 weeks ago

    Kingston, Canada Kaymar Rehabilitation Full time

    Kaymar Rehabilitation (Kaymar) is a trusted, professional rehabilitative service provider that provides Occupational Therapy, Physiotherapy, Speech-Language Pathology, Nutrition, and Social Work services to patients of Home and Community Care Support Services (HCCSS). Kaymar has been a contracted provider of HCCSS (formerly SE LHIN) in Kingston and the...

  • Administrative Assistant

    2 months ago

    Kingston, Canada Assante Financial Management Ltd. Full time

    **Summary of Role**: Assante Financial - Fenlon Division is currently looking to hire a full-time Administrative Assistant to provide administrative support to a Financial Advisory team in the day-to-day operations of an established practice. **Duties and Responsibilities** - Calendar management - scheduling appointments, calendar reviews - Execution and...

  • Administrative Assistant

    2 months ago

    Kingston, Canada E.S. Fox Limited Full time

    **ABOUT US**: Established in 1934 as a small plumbing and heating company, E.S. Fox Limited today is recognized as a pre-eminent Canadian multi-trade Industrial, Commercial, Institutional and Nuclear constructor and fabricator. E.S. Fox Limited works in the industries of oil and gas, petrochemical, mining, pulp and paper, steel, automotive, pharmaceutical,...

  • Administrative Assistant

    6 days ago

    Kingston, Canada E.S. Fox Limited Full time

    **ABOUT US**: Established in 1934 as a small plumbing and heating company, E.S. Fox Limited today is recognized as a pre-eminent Canadian multi-trade Industrial, Commercial, Institutional and Nuclear constructor and fabricator. E.S. Fox Limited works in the industries of oil and gas, petrochemical, mining, pulp and paper, steel, automotive, pharmaceutical,...

  • Administrative Assistant

    2 weeks ago

    Kingston, Canada KFL&A Public Health Full time

    KFL&A Public Health is a local public health agency with over 200 staff and 150 volunteers who deliver public health programs and services to the people of the KFL&A area. There is an immediate opening for an Administrative Assistant, Corporate Services, The Administrative Assistant, under the direction of the Director, Corporate Services, is responsible...

  • Administrative Assistant

    2 weeks ago

    Kingston, Canada Robert Designs Full time

    **About us** Robert Designs is a small business in Kingston, ON. We are professional and customer-centric. Our work environment includes: - Start-up office setting - Growth opportunities - Relaxed atmosphere - On-the-job training - periodic client site visitations to assist with designs/builds As a new interior Design firm located in the west end of...

  • 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 &...

  • Administrative Assistant

    2 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 &...