Administrative Assistant

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.

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Job Summary

**A Brief Overview**
Reporting to the Department Manager, the incumbent performs complex administrative and organizational duties in support of the Department Head by planning and maintaining schedules to maximize the use of time; screening, prioritizing and rearranging appointments. Initiates and prepares complex correspondence. Acts as a resource and coordinates the faculty appointment process, including initial appointments, reappointments, promotions, cross-appointments and adjunct appointments. In addition, the incumbent is responsible for the administration of the Human Body Donor Program as governed by applicable legislation and executed by the Chief Coroner for Ontario. The incumbent corresponds with prospective donors, responds to calls from families and physicians of donors at the time of death, liaises with Laboratory and Educational Coordinator for the Anatomy Learning Centre and is responsible for maintaining records and reporting related to the program.This position acts as a resource for department-specific faculty agreements and liaises with external agencies, serving as a contact for questions, comments or concerns regarding these agreements. This position also coordinates the faculty appointment process, including initial appointments, reappointments, promotions, cross-appointments, and appointments for community preceptors. This position addresses faculty development needs and the oversees the complex scheduling of faculty orientation.

**Job Description**:

**What you will do**
- Addresses faculty development needs and the oversees the complex scheduling of faculty orientation.
- Oversees departmental locum recruitment, scheduling, orientation and tracking.
- Validates claim information relating to additional academic work and updates submissions based on the committee's feedback.
- Performs administrative support, such as preparing confidential correspondence, scheduling meetings, travel accommodations, and faculty orientation tours.
- Other duties as required in support of the department and/or unit.

**Required Education**
- Four-Year Bachelor Degree or equivalent.

**Required Experience**
- More than 3 years and up to and including 5 years of experience.

Consideration may be given to an equivalent combination of education and experience.

**Job Knowledge and Requirements**
- Practical and applied knowledge of specialized methods and processes that are typically acquired through a combination of technical or academic qualification and/or work experience.
- Provide consultation and advice on non-straightforward and/or complex issues.
- Interaction with others typically requires interpersonal skills and the ability to understand and influence.
- Adapt messages to meet the needs of the intended audience.
- Build relationships, trust and credibility.
- 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.
- Contribute to setting work priorities and direction, supporting the team in achieving goals and objectives.
- Participate in project team meetings and develop individual project plans.
- Lead procedural or technological change within a unit.
- Identify new problems and seek information and input to fully understand the cause of problems.
- Identify opportunities to improve the effectiveness and efficiency of work processes.
- Draw logical conclusions and provides opinions and recommendations.
- Research equity, diversity, accessibility and inclusion resources and best practices relevant to the job and unit operations in order to inform evidence-based planning.
- Commitment to principles of equity, diversity, accessibility, inclusion, Indigenization and human rights for equity deserving groups.

Employment Equity and Accessibility Statement

**Skills**

**Reference**
- 330038