Administrative Assistant

5 months 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

The Centre for Neuroscience Studies is a multidisciplinary research centre which spans many departments and several faculties. The goal of the Centre is to promote and expand world class neuroscience research and education at Queen's University. Connected Minds is a Canada First Research Excellence Fund (CFREF) awarded to Queen’s University by the Government of Canada. The vision of this collaborative initiative between York and Queen’s Universities is to co-create and co-lead socially responsible, community engaged research that produces innovative technologies, policies and regulations that optimize the benefits and mitigate the risks of the new techno-social collective in support of achieving research excellence.

Reporting to the Centre for Neuroscience Studies (CNS) Operations Manager, the Administrative Assistant will work closely with the Vice Director of Connected Minds at Queen’s University. The incumbent will assist the Queen’s Vice Director of Connected Minds in daily operations and work closely with the Operations Manager of the CNS. This individual will work collaboratively with the CFREF Financial and Commercialization Coordinator and will be actively involved in the reporting and progress monitoring of the CFREF award.

**Job Description**:

**KEY RESPONSIBILITIES**:

- Provide administrative support to administrative leads of Connected Minds by managing and maintaining all aspects of their calendars and scheduling; responsible for preparing and distributing confidential correspondence and documents reports, file management and data gathering and compiling as required.
- Processing, screening, and directing of designated faculty member’s ingoing and outgoing mail.
- Draft original correspondence for designated faculty on a wide spectrum of matters, often involving sensitive and confidential correspondence and processes.
- Provide communication, consultation, or advisory support; effectively manage inquires and special requests.
- Act as first point of contact and resource person to Connected Minds members and senior leadership of Connected Minds at York University.
- Keep management and senior leadership advised and aware of important matters requiring their attention.
- Develop effective liaison with group members, faculties, departments, and external parties in order to accomplish programmatic goals.
- Work with Connected Minds team at York University to jointly support special events, initiatives, conferences, meetings. This will include the coordination of logistics, funding requests, reimbursements, room bookings.
- Prepare designed faculty members for meetings, conferences, appointments and special events by researching, recommending and developing documentation and files.
- Arrange and coordinate travel and accommodation to national and international destinations for designated faculty members and or delegates.
- Responsible for the entire travel cycle including gathering, collating, and submitting travel claims for reimbursement.
- Organize meetings hosted by Connected Minds leadership team.
- Assist in determining the appropriate information and format for submissions, and with the submission of annual reports as required.
- Announce Connected Mind initiatives such as internal grant competitions, trainee competitions. Compile the submissions and prepare all documentation for submission to the appropriate Connected Minds teams for review.
- Undertake other duties as assigned.

**REQUIRED QUALIFICATIONS**:

- University degree in relevant field or three-year post-secondary program in relevant field.
- Previous (2-3 years) of demonstrated successful experience in an administrative support role, preferably at a university or institutionally relevant setting.
- Knowledge of the university administrative structure, computing systems and PeopleSoft systems would be considered an asset.
- Consideration will be given to an equivalent combination of education and experience.

**SPECIAL SKILLS**:

- Excellent interpersonal and communication skills (verbal and written) for liaison duties with a wide variety of people from every level of the university structure and outside of the university. Ability to adhere to strict confidentiality. Initiative and strong work ethic.
- Organizational and time-management skills, in order to coordinate work.
- Knowledge of university procedures, policies, and regulations and how they impact on the functioning of the department. Knowledge of applicable regulations as required.
- Ana

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