Administrative and Operations Coordinator

Administrative and Operations Coordinator

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

Situated on traditional Anishinaabe and Haudenosaunee territory, the Agnes Etherington Art Centre (Agnes) is a curatorially-driven and research-intensive professional art centre that proudly serves a dual mandate as a leading, internationally recognized public art gallery and as an active pedagogical resource at Queen's University. By commissioning, researching, collecting and preserving works of art, and by exhibiting and interpreting visual culture through an intersectional lens, Agnes creates opportunities for participation and exchange across communities, cultures, histories and geographies.

This position provides administrative and planning assistance to senior staff to support operations. This position arranges meetings, special events, and appointments, assembles and prepares critical information for meetings, and follows up as required. This position coordinates schedules of senior staff, and determines relative priorities to ensure urgent/sensitive matters receive immediate attention. This positions also analyzes data, and prepares reports and statistics.

**Job Description**:

**What you will do**
- Provides administrative and planning assistance to senior staff. Proofs and edits correspondence for distribution.
- Provides operational coordination for the department including arranging meetings, special events, and appointments, assembling and preparing critical information for meetings, and following up as required.
- Coordinates schedules of senior staff, determines relative priorities to ensure urgent/sensitive matters receive immediate attention.
- Creates and/or maintains a variety of databases. Performs analysis, and prepares reports and statistics.
- Collects and prepares documentation, and maintains files for renewal, tenure and promotion, term adjuncts, post-doctoral fellows, visiting scholars, and casual staff.
- Coordinates space allocation to new staff and updates for existing staff.
- Coordinates all aspects of required new staff training and onboarding.
- Other duties as required in support of the department and/or unit.

**Required Education**
- Three-year Community College Diploma or Three-Year Bachelor Degree, or equivalent.

**Required Experience**
- More than 3 years and up to and including 5 years of experience.
- Experience in client and/or customer experience functions considered an asset.
- Experience in data, trend analysis and reporting considered an asset.
- Previous Art Gallery experience considered an asset.
- Knowledge of relevant laws, regulations, policies, standards and/or guidelines considered an asset.
- Experience in general IT infrastructure with a focus on installation, configuration, and maintenance of IT systems software and hardware considered an asset.
- Experience in information systems security and management tools considered an asset (e.g., Endpoint Protection Management Tools, etc.).
- Experience in information systems with a focus on classifying, storing and disposing of electronic records considered an asset.
- Experience in planning and/or managing projects considered an asset.
- Experience in program analysis and reporting considered an asset.
- Experience in writing, interviewing, reviewing, editing and/or proofreading internal and/or external communications and documents considered an asset (e.g., social media, policy manuals, newsletters, handbooks, legal documents, forms/templates, blogs, training/reference materials, technical documents, webinars, etc.).
- 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.).
- Experience working at a post-secondary education institution considered an asset.
- Experience working in a comparable client-focused environment considered an asset
- Experience working in a non-profit office considered an asset.
- Experience working with diverse populations/equity deserving groups considered an asset.
- Experience working with Indigenous groups considered an asset.
- Knowledge of relationship building, fundraising and stewardship considered an asset.

**Required Licenses and Certifications**
- Satisfactory Criminal Records Check required.
- Certification in first aid training considered an asset.
- Vulnerable Sector Screening required.
- Certification in WHIMIS training considered an asset.

Consideration may be given to an equivalent combination o