Staffing and Administrative Assistant

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Job Summary
Reporting to the Manager of Operations and under direct supervision of the Staffing and Administrative Coordinator, the Staffing and Administrative Assistant is responsible for supporting the Department of Medicine’s overall human resources activities as well as the administrative aspects of the Department’s research program and with respect to financial monitoring. In addition, the incumbent will be required to provide general administrative support to the Department of Medicine and members of the core Departmental administrative team, along with other special departmental projects in support of the Department’s academic mission.
**Job Description**:
**KEY RESPONSIBILITIES**:
**General Administrative Responsibilities**:

- Coordinate the day-to-day operations of the main office of the Department of Medicine, including but not limited to filing, photocopying, distribution of information, mail delivery and pick-up, room and equipment bookings, supply and key inventory and coordinating catering orders.
- Assist in the organization of special events, meetings, and conferences (e.g. room bookings, catering, organizing materials and folders, etc.).
- Assist in developing creative communication and marketing materials (e.g. posters, event invitations, conference reminders, etc.).
- Research of information and collection of material to respond to general inquiries.
- Compile and collate information for the Departmental annual report and other reports and documents as needed.
- Maintain and organize a comprehensive database of departmental faculty and secretarial contact information, and other contact databases used by the program as needed.
- Prepares and facilitates building maintenance requests and liaises with Physical Plant Services.
- Serve as departmental Safety Officer and IT Admin Representative; assist all departmental administrative, support staff and faculty with ensuring all computer, telephone and any other IT equipment are installed and functioning appropriately.
- Coordinates the travel arrangements of visitors, create itineraries and process travel reimbursements for same.
- Identify administrative gaps and proactively provide support to meet those needs.

**Staffing Responsibilities**:

- Responsible for preparing meeting materials relating to sensitive human resources and labour relations issues. Responsible for taking minutes at these types of meetings.
- Responsible for collating files and collecting documentation for sensitive HR and labour relations issues.
- Assist in preparing letters/packages relating to termination, suspension or any other sensitive HR and labour relations issues.
- Act as departmental timekeeper, recording staff’s time away from work (e.g., vacation, sick, and appointments). Staff includes administrative as well as support and research personnel in the Department.
- Administers the paperwork and system entries for new hires for departmental secretarial support and research staff. Perform HR administrative duties which will include initiating employee contracts, entering hires into PeopleSoft, liaising with HR regarding contract terms, job postings, and position evaluation.
- Responsible for monitoring and renewing contracts of research and secretarial support staff. Follow the proper process and protocol to do so in consultation with faculty members, Division Chairs and PIs.
- Process observership, departmental assistant and research associate requests per guidelines provided by Kingston Health Sciences Centre.
- Assist in the preparation of recruitment documentation and administrative functions for faculty and offer packages for new recruits.
- Responsible for guiding new faculty members during their first week to various departments and meetings.
- Assist in administrative duties relating to recruitment visits for potential new faculty. This can include booking travel and arranging meetings.

**Research Administration Responsibilities**:

- Act as resource person, liaison, and communicator for research-related matters, such as grants and contracts, ethics, research accounting, finance, human resources, and procurement.
- Assist Departmental PIs towards understanding their Statement of Operations and financial positions; pull reports regularly; assist by responding to inquiries as required. Track status of research accounts to assist PIs in abiding by the Research Administration Policy. Act as the liaison between Departmental PIs and central Research Accounting as needed. Perform research accounting activities, such as