Administrative Assistant

5 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**

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.

**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 to suite the interests of a diverse com

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