Office Assistant

3 days ago

Kingston, Canada Queen's University Full time

Office 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

**A Brief Overview**
Reporting to the Academic Program Manager and also receiving work direction from the Department Manager, the Office Assistant works closely with the Undergraduate Program and Events Coordinator, the Graduate Assistant and the Financial Administrator to provide general administrative, front line reception, online systems support and secretarial support. The incumbent is required to sign a legally-binding Confidentiality and Non-Disclosure Undertaking and to strictly adhere to privacy laws and regulations.This position supports the operations through frontline activities such as filing, photocopying, scanning, updating content on web pages, preparing draft correspondence, proofreading, collecting or distributing student materials. The position processes information and documents, ensuring deadlines are met. The position also supports the operations by assisting with room bookings, coordinating key and fob sign-out, processing payments and refunds, and dealing with equipment rentals and locker deposits.

**Job Description**:

**What you will do**
- Responds to basic inquiries in a timely manner, where appropriate redirects problems and/or distributes messages received, logs common issues related to remote online teaching systems and documents responses.
- Maintains the main office and mailroom including bulletin boards and event screen, mail distribution, date stamps and distributes assignments, arranges service for all office equipment, including telecom and monitors office supplies inventory, replenishes as needed.
- Updates and maintains administrative procedure manuals, standard instructions and training material for online course platforms in support of faculty onboarding. Monitors online resources and course offerings and alerts faculty to upcoming sessions.
- Assists with room bookings as required, maintains key and fob tracking system and coordinates key and fob sign-out.
- Processes payments such as student payments and the refund of fees, equipment rentals, and key, fob, and locker deposits.
- Verifies and maintains course information systems and websites, and completes minor web content updates to ensure the event pages and research pages are accurate and up-to date.
- Other duties as required in support of the department and/or unit.

**Required Education**
- One-Year Post Secondary Certificate or Diploma.
- in business administration preferred.

**Required Experience**
- More than 1 year and up to and including 2 years of experience.
- Experience with providing administrative support considered an asset (e.g., document editing, proofing, formatting and production, data entry, scheduling/coordinating meetings and/or travel arrangements, receiving/relaying messages, etc.).

Consideration will be given to an equivalent combination of education and experience.

**Job Knowledge and Requirements**
- Basic knowledge of standardized, work procedures, general facts, or the use of simple equipment that is typically acquired through on the job training.
- Provide clear, concise information to others that requires basic courtesy and mínimal explanation or interpretation.
- Ability to relay unwelcome information or deal with minor conflicts/complaints.
- Prioritize own work to deliver objectives on time and to meet standards and expectations.
- Follows direction and seeks clarification when required.
- Resolve recurring problems and situations using established procedures and guidelines.
- Bring forward problems, obstacles or challenges to work completion in a timely manner so deadlines continue to be met.
- Awareness of human rights, diversity, equity, Indigenization and inclusion.
- Understand university specific processes and policies to address human rights or equity concerns.

Employment Equity and Accessibility Statement

**Skills**

**Reference**
- 277058

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