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

Reporting to the Office Manager, Human Rights and Equity Office (HREO), the Administrative Assistant is responsible for providing senior level organizational and administrative support to the HREO Team to ensure that communications, interactions and administrative support are managed with the highest standard of excellence, confidentiality and professionalism. The Administrative Assistant is responsible for first contact with a diverse constituency in relation to a wide variety of human rights, equity and sexual violence issues. The Administrative Assistant is responsible for managing the Associate Vice-Principal’s (AVP) complex schedule and priorities, which requires an exceptional level of accuracy, good judgement and efficiency to take action without consultation as required when the AVP (Human Rights, Equity and Inclusion) is unavailable. The Administrative Assistant contributes to the smooth and efficient operation of the HREO and serves as a liaison with a number of units within the university community, as well as external collaborators requiring strong communication, meeting coordination and support, record keeping, and strong event and project coordination. As the HREO’s expected first point of contact with students, staff, and faculty who are experiencing harassment, discrimination or violence, the Administrative Assistant establishes a welcoming, non-judgmental, and confidential environment for disclosures and referrals to Human Rights Advisory Services and Sexual Violence Prevention and Response Services.

Committed to Indigenization, equity, diversity, inclusion, accessibility and anti-racism (I-EDIAA), the Administrative Assistant functions with a high degree of autonomy, exceptional level of accuracy, good judgment, efficiency, and high degree of tact and discretion, while working in a fast-paced environment. The Administrative Assistant is a highly visible, multifaceted position with significant impact on the effectiveness and reputation of the HREO.

**Job Description**:

**KEY RESPONSIBILITIES**:

- Provide senior level administrative support to the AVP, by maintaining and managing the complex schedule for the AVP to maximize the use of their time; screening, prioritizing and rearranging appointments; scheduling and deferring meetings; referring requests to the Office Manager and others within the portfolio as appropriate. Act as the primary contact for the AVP with regard to scheduling meetings and responds to enquiries on behalf of the AVP internally and externally with limited direction.
- Provide intake services including but not limited to triaging and assessing needs for clients seeking advice from the Human Rights and Equity Office. This may involve trauma informed first response to university community members experiencing sexual violence, racism, ableism, homo/transphobia and related concerns.
- Ensure critical and sensitive matters are prioritized and handled expeditiously based on in-depth knowledge of the HREO priorities.
- Provide support to the Office Manager and the HREO Team as needed to support the effective functioning of the Office.
- Coordinate standing and ad hoc committees and working groups chaired by the leadership in the HREO. Duties include compiling and circulating agendas, preparing meeting materials, recording/distributing minutes, and following up on action items.
- Arrange and coordinate travel and accommodations; Interpret and ensure adherence to travel and finance policies and procedures. Prepare timely reimbursements for expense claims.
- Manage logístical and scheduling aspects of unit events, with tasks including, but not limited to catering orders, room bookings, event promotion and registration coordination, coordination with invited speakers.
- Maintain an electronic filing system, which includes confidential materials, updating, verifying, and processing new data and allowing for efficient retrieval. Coordinate financial records and information storage and processing, gathering and organizing data, verifying accuracy, and allowing for efficient access when required. This includes the administration of the HREO destruction schedule.
- Manage the inventory of office supplies and ensure departmental office equipment is maintained in good working order. Responsible for ordering office supplies as required.
- Responsible for development and logístical support of HR-related initiatives including staff time away from work via attendance management system (e.g., vacation, sick, and

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