Staffing Office Assistant
7 days ago
Staffing 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
**JOB SUMMARY**:
Reporting to the Senior Staffing Officer and receiving day-to-day direction from the Staffing Officers, the Staffing Office Assistant will provide organizational and administrative support in a professional and efficient manner for the Queen’s Health Sciences (QHS) Staffing Office. The incumbent will assist the staffing office in the recruitment and selection processes related to academic appointment, reappointment/renewal, tenure and promotion processes and headship and search review committee processes. In addition, the incumbent will provide support in the administration of staff appointments, renewals and changes as well as supporting with employment data entry and auditing. The Staffing Office Assistant is also responsible for assisting with project and committee coordination, preparing background material, preparing correspondence, and disseminating general communications within the University and externally. The incumbent maintains and updates the Staffing Office website and organizes and disseminates data and information to assist with the overall functioning of the office.
**Job Description**:
**KEY RESPONSIBILITIES**:
- Provides administrative support with the confidential administration of both faculty and staff appointment processes including the appointment, reappointment/renewal, tenure, promotion, and academic/sabbatical leave processes governed by the Collective Agreement for Queen’s University Faculty Association (QUFA) members and the Senate policies for clinical faculty.
- Provides back-up support for the Human Resources (HR) Administrator as needed, which includes processing hires for academic appointments and casual and contract staff appointments into HR PeopleSoft. Audits employment data information in HR PeopleSoft and interacts regularly with Human Resources to ensure accuracy of employee data. This may also include updating of staff records in the Faculty web-based attendance program including adding and removing users, loading vacation entitlements, running reports and entering exception time into PeopleSoft prior to the monthly payroll cut off.
- Organizes and maintains personnel files including the official file for all full-time and adjunct faculty members, both QUFA and clinical, including the archiving/disposing of files, seeking direction from the University Privacy Office to ensure adherence with the University’s file retention policies.
- Organizes and maintains accessible electronic and hard copy filing systems in a timely manner. Utilizes and refines computer databases and/or filing systems to maintain accurate and organized data.
- Maintains and updates the office website and other electronic databases or systems. Updates website content as directed and makes recommendations to keep the website current, interesting and a resource for internal and external constituents to the University.
- Aids 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.
- Provides back-up support to other administrative staff within the office, as required, during high volume and vacation periods.
- Undertakes other duties and special projects as assigned in support of the office.
**REQUIRED QUALIFICATIONS**:
- Two-year post-secondary diploma in business administration with previous relevant experience in a high-profile office/service environment.
- Knowledge of university structure and computing/financial/administrative systems is considered an asset.
- Experience with committee or event scheduling and coordination is considered an asset.
- Consideration may be given to an equivalent combination of education and experience.
**SPECIAL SKILLS**:
- Respects diversity and promotes equity, inclusion and accessibility in the workplace.
- Excellent interpersonal and communications skills to deal with a wide variety of individuals in a professional manner and to provide clear and accurate information.
- Excellent writing, editing, grammar and proofreading skills with an ability to pay attention to detail and accuracy.
- Sensitivity to cultural differences.
- Ability to adhere to strict confidentiality and handle matters with tact and discretion.
- Strong organizational and time-management skills. Ability to establish priorities to work efficiently and eff
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