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.We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.Come work with us Applicant Guidance & Information At Queen's, we are committed to helping people achieve their best. Whether you are beginning your career at Queen's or seeking your next opportunity, we are here to support you. Visit our Applicant Resources for guidance on applying, showcasing your skills and experience, and preparing for interviews. Disclaimer: As part of the application process at Queen's University, our recruitment system uses Artificial Intelligence (AI), as defined under the Ontario Employment Standards Act, to ask job-related questions and confirm eligibility for hire. All final hiring decisions are made using non-AI related processes. Job Summary A Brief OverviewDo you take pride in your exceptional organizational skills and ability to manage time and processes seamlessly? Join our team and thrive in a workplace culture that fosters continuous improvement, curiosity, and innovation, and offers meaningful opportunities for personal and professional growth. In this role, you would be at the heart of daily communications and coordination, serving as a trusted liaison between senior staff, colleagues, and external partners. This role offers an opportunity to engage with a wide network of health professionals, educators, and researchers, offering rich opportunities for collaboration and development. Apply today and bring your talents to our teamThis position reports to the Associate Director, Operations, Postgraduate Medical Education Office and works closely with the entire office team, and specifically with the Postgraduate Registration Manager and the Program Manager, Fellowships and Finance. This position acts as a resource person and first point of contact for students, staff, faculty, and the general public regarding admissions, registration, scholarships and awards, and graduate program policies and procedures. This position provides support for admissions and/or registration processes including confirming admissions documentation is received, and gathering, uploading, and reviewing the data for applications. This position provides academic advising support to students. This position also performs accounting and general bookkeeping activities including accounts payable, accounts receivable, expenses, award budgets. Job Description What you will do Acts as a resource person and first point of contact for students, staff, faculty, and the general public regarding admissions, status of applications, registration, scholarships and awards, degree lists, and graduate program policies and procedures. Provides support for admissions and/or registration processes including confirming admissions documentation is received, gathering, uploading, and reviewing the data for applications, entering data into databases, generating reports, preparing admission letters, course registration, and maintaining records. Provides academic advising support to students. Administers, organizes and/or schedules, assignments examinations and/or defenses. Provides administrative support to the department and/or unit, such as scheduling, meeting coordination, room bookings, and office supplies. Supports and tracks accounting and bookkeeping activities within the department, such as tracking budgets, reimbursements, honorariums, awards, accounts payable and receivable. Compiles and processes application packages for major external and internal scholarship competitions, fellowships, and financial awards. Provides administrative support to the department and/or unit including reception, filing, and arranging couriers. Provides administrative support to committee(s) including scheduling meetings, preparing and distributing agendas, researching information, record and distribute meeting minutes, and following up on action items.Coordinates special events, orientations, workshops, course components information sessions, open houses, programs and/or meetings. Attends recruitment events and activities.Maintains and updates departmental websites.Issues keys and/or building fobs to students and faculty in the department. Provides updates to the calendar to support timetabling. Other duties as required in support of the department and/or unit.Required EducationThree-year Community College Diploma or Three-Year Bachelor Degree, or equivalent.in business administration preferred. orin health sciences preferred. orRequired ExperienceMore than 2 years and up to and including 3 years of experience.Experience in general financial control practices considered an asset (e.g., accounts payable, cost accounting, financial reporting, etc.).Experience working at a post-secondary education institution considered an asset.Experience working with diverse populations/equity deserving groups considered an asset.Experience working in a comparable client-focused environment considered an assetConsideration may be given to an equivalent combination of education and experience.Job Knowledge and RequirementsKnowledge and insight of practical methods, techniques, and work processes that is typically acquired through a combination of technical training and/or substantial work experience.Provide information to others that requires technical or administrative explanation or interpretation.Attempts to resolve a difficult or challenging interpersonal situation or, overcome resistance to gain cooperation.Adapt messages to meet the needs of the intended audience.Manage own work and may train and review the work of casual employees, work study students, and/or volunteers, to see commitments through to completion.Participate in project team meetings and is involved in developing individual and team project plans.Identify new problems and seeks information and input to fully understand the cause.Identify opportunities to improve the effectiveness and efficiency of work processes.Break down concrete issues into parts and synthesizes information succinctly.Respect diversity and promotes inclusion in the workplace.Awareness of relevant legislation, including Employment Equity, Human Rights legislation, Treaties, sexual violence legislation and the Accessibility for Ontarians with Disabilities Act and its regulations. Employment Equity and Accessibility Statement The University invites applications from all qualified individuals. Queen's is strongly committed to employment equity, diversity, and inclusion in the workplace and encourages applications from Black, racialized persons, Indigenous people, women, persons with disabilities, and 2SLGBTQI+ persons. In accordance with Canadian Immigration requirements, priority will be given to those who are legally eligible to work in Canada.The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code, including those with disabilities.