Research Administrative Assistant

6 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
**Job Description**:
**KEY RESPONSIBILITIES**:

- Organize, plan, and coordinate the research seminars series, workshops, and annual conferences for the ORF and other program initiatives as assigned that will profile and advance internal and external research activities. This includes scheduling events, securing venue and catering, scheduling speakers, hiring students to support event management and attending events and meetings relevant to assigned duties.
- Ensure timely update of program/project websites and social media accounts to support knowledge mobilization.
- Set up and maintain accessible electronic and hard copy filing system. This includes the set up and maintenance of project and student training, awards and publication databases.
- Assists researchers and Research Operations Administrator with individual grant/contract budgets through the Office of Research Services by maintaining a database to produce reports on grant funding statistics and faculty publications for internal and external reporting; administering the proper procedures and documentation required by Financial Services when purchasing scientific equipment, as per University policies (acQuire System). Take corrective action when detecting anomalies with the billing and following up either with the suppliers or Financial Services.
- Responsible for submission of the appropriate information and documentation for payment processing.
- Coordinate and communicate with researchers and students.
- Assist senior managers with human resources duties, including processing contracts for research assistants and student contracts, (i.e., work bursary and SWEP summer students). Responsible for ensuring that proper documentation is maintained for casual salary employees.
- Undertake other duties in support of the unit as assigned by PI and senior managers.

**REQUIRED QUALIFICATIONS**:

- Two or three year post-secondary program in related field, with some previous relevant experience in a research environment. Graduate degree considered an asset.
- Knowledge and experience using PeopleSoft, TRAQ, and acQuire systems is an asset.
- Experience with use of online literature search engines and literature databases such as Reference Manager and PUBMED.
- Ability to provide guidance and work direction an asset.
- Knowledge of university structure, policies, and procedures.
- Ability to provide guidance and work direction an asset.
- Consideration will be given to an equivalent combination of education and experience.

**SPECIAL SKILLS**:

- Willingness to promote equity, diversity and inclusion in the workplace.
- Writing, editing and proofreading skills.
- Attention to detail and accuracy.
- Organizational and time-management skills. Ability to focus even under pressure and with frequent interruptions.
- Strong Interpersonal and communication (verbal and written) skills.
- Ability to maintain strict confidentiality.
- Office and computer skills including knowledge of word processing, spreadsheet, database and publisher software (Microsoft Office and Publisher, Adobe). Ability to learn new software packages as required.
- Leadership in coordinating students, staff and groups.
- Sound judgment; proven ability to work independently and as a team member; ability to work within, and adjust to, shifting timelines.

**DECISION MAKING**:

- Prioritize own work and time among competing priorities.
- Decide how to distribute information, what method to use, and who to send it to.
- Respond to general enquiries, providing reasonable answers, or a means to find an answer if necessary. Redirects problems to Principal Investigator.
- Researches or synthesizes answers to solve problems where possible and answers questions as they arise. Redirects or escalates questions to senior managers and/or PI as appropriate.
- Determine best way to analyse and present data to meet needs of the researcher and outside agencies.
- Determine coordination required in preparing grant and contract proposals. Determine timelines to ensure critical deadlines for submission are met.
- Assist with interpreting and acquiring information for financial, human and equipment resource requirements that should be included in grants and contracts.

Employment Equity and Accessibility Statement

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