Departmental and Forum Assistant

1 month 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 Managing Director, the Departmental Assistant will provide in-office bilingual administrative support to the Canadian Institute for Military and Veteran Health Research (CIMVHR) in a professional and efficient manner. This includes performing bilingual reception duties in English and French, preparing bilingual correspondence, ordering office and IT supplies, acting as a back-up departmental timekeeper and IT Administrative Representative. In addition, the Departmental Assistant is also responsible for maintaining several databases and filing systems and organizing and disseminating data and information to assist with the overall functioning of the office.

**KEY RESPONSIBILITIES**:

- Perform administrative support duties for CIMVHR such as screening phone calls, assisting with coordination of schedules and booking appointments, initiating, and drafting sensitive correspondence, creating presentations, and scheduling meetings and meeting rooms.
- Perform English/French translation services for peer review and approval, including write copy, proofreading and editing final translated versions, reading through original material, and rewriting in French, ensuring that the meaning of the source text is retained.
- Use, maintain and refine accessible electronic and hard copy databases and filing systems in an efficient manner, to maintain accurate and organized data.
- Act as the back-up Departmental IT Admin Representative, serving as the first point of contact for CIMVHR staff and troubleshooting issues as they arise.
- Provide administrative support for various committees and CIMVHR staff, including minute taking.
- Manage the inventory of office supplies and ensure departmental office equipment is maintained and in good working order. Responsible for ordering office supplies and computer equipment, ensuring that purchases are within departmental budget.
- Administer building access, parking, and key fobs.
- Aid in the administration of special projects in support of the office, which may include researching and gathering data, organizing information into a useable form, ensuring ease of access to resources or services, and providing general administrative support and liaison functions throughout the project.
- Provide back-up support to other administrative staff within the office, as required during high volume and vacation periods.
- RDMS - Assist in data entry and database management, including but not limited to MOU’s, conferences, network information and meetings.
- Perform administrative duties for the annual CIMVHR Forum conference, including:

- Meeting minutes
- Provide on-site Forum support
- Assisting with Forum workshop planning and execution.
- Assist with administering the Forum awards, printing out judging sheets, following up with nominees/getting headshots
- Performing a pre-Forum inventory check for materials and supplies in the office.
- Managing packing lists and shipment of supplies.
- Working with the Forum planning team to order Forum swag.
- Assisting with obtaining three quotes for various elements of Forum (printers, photographers, décor, staging, transportation, etc.).
- Assist in managing the Network members meeting during Forum.
- Assisting with Forum moderator packages.
- Assisting with Forum volunteer planning and scheduling, with on-site help during Forum.
- Undertake other duties and special projects as assigned by the Managing Director.

**REQUIRED QUALIFICATIONS**:

- Two-year post
- secondary diploma in business administration or relevant field.
- Bilingual English and French (reading, writing and speaking).
- Previous relevant experience (2 to 3 years minimum) in a high-profile office/service environment.
- Excellent computer skills, with strong proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook and OneDrive).
- Knowledge of university structure and computing/administrative systems is considered an asset.
- Consideration may be given to an equivalent combination of education and experience.

**SPECIAL SKILLS**:

- Respect diversity and actively promote equity, inclusion, and accessibility in the workplace.
- Excellent customer service skills. Experience working with customers over the phone or in person.
- Excellent interpersonal and communications skills to deal with a diverse audience, in a professional manner and to provide clear and accurate information.
- Excellent team-working skills.
- Experience creating and using spreadsheets, as well as an ability to learn new software.

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