Legal and Governance 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.

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**Job Summary**

Reporting to the Legal and Business Manager and receiving work direction from other staff members (e.g. University Secretary and General Counsel) within the unit, the Legal and Governance Assistant is responsible for providing administrative and secretarial support to the University Secretariat and Legal Counsel unit. As the first point of contact for the unit, the Legal and Governance Assistant will support internal and external relations and is accountable for the accurate and efficient distribution of information to various university stakeholders. Other duties include finance and bookkeeping activities, preparation of correspondence, process maintenance, event support, and file management.

**KEY RESPONSIBILITIES**:

- Assists with the coordination of meetings and events related to the Board of Trustees, Senate, University Council, and respective committees that are supported by the Secretariat, including reservations, catering and equipment arrangements, printing, meeting set-up and tear-down, etc.
- Assists with student degree translation requests.
- Processes incoming mail and maintains a mail log, ensuring that communications are distributed or redirected correctly, often working with very sensitive and highly confidential information.
- Assists with the intake and triaging of contracts received for review to Legal Counsel.
- Provides administrative support to General Counsel and the legal team for case file management.
- Maintains inventory and orders unit supplies.
- Assists with day-to-day timekeeping entries in HR PeopleSoft and oversees the unit vacation calendar.
- Performs general accounting/bookkeeping procedures such as journal entries, accounts payable/receivable, requisitions, travel reimbursements, and reconciliations, adhering to the University’s financial policies and procedures.
- Maintains accurate financial records, reconciles accounts and prepares financial reports as required.
- Undertakes other duties as delegated in support of the unit.

**REQUIRED QUALIFICATIONS**:

- One-year post-secondary training in office administration practices, accounting, bookkeeping, or computers.
- Knowledge of standard office procedures gained through previous relevant experience within an office environment.
- Knowledge of bookkeeping / accounting practices and ability to synthesize and organize financial information would be an asset.
- Knowledge of University structure and financial systems would be an asset.
- Experience with writing, basic editing and proofreading.
- Experience organizing events would be an asset.
- Consideration may be given to an equivalent combination of education and experience.

**SPECIAL SKILLS**:

- High level of reliability, discretion, and good judgment with the ability to maintain confidentiality and respond to matters with professionalism.
- Excellent communication and interpersonal skills, a service-oriented attitude, and the ability to interact professionally with a diverse range of potential and current students, staff, faculty, and other University stakeholders.
- Attention to detail and accuracy, excellent organizational and time-management skills, ability to control a demanding schedule of conflicting priorities and deadlines.
- Ability to maintain strict confidentiality.
- Self-starter with ability to work independently and in a collaborative team environment.
- Proficiency with computers and software packages, word-processing (Word), data management, and spreadsheets (Excel), and the ability to learn and adapt to new technologies.
- Strong commitment to the provision of exceptional service and the value of diversity.
- Problem solving skills with an ability to know when to refer problems to others.

**DECISION MAKING**:

- Determines how to prioritize work and time effectively to meet with competing demands during the day.
- Responds to general inquiries and provides reasonable answers or a means to find an answer if necessary; redirects to more senior staff or other individuals as required.
- Decides how to distribute information, what methods to use, and to whom to send it.
- Determines formatting for a variety of documents.
- Under direction, makes decisions regarding logistics for events, meetings, and conferences.
- Determines how to resolve financial departmental account related problems.

**Employment Equity and Accessibility Statement