Office Coordinator

Office 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.

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Job Summary

**A Brief Overview**
This position provides administrative support to several key committees within the MD Program and will also provide support to a member of the Decanal team. The successful incumbent will assist the department with ensuring that key administrative objectives are met in support of the overall MD Program mission, vision and values.

This position provides administration, coordination and operational support for the department. This position schedules and prepares meetings, responds to inquiries, and initiates and prepares correspondence as required. This position also creates and maintains databases, analyzes data, and prepares reports and statistics.

**Job Description**:

**What you will do**
- Provides general administrative assistance to senior staff in the department. Responds to inquiries, and initiates and prepares correspondence as required.
- Provides general office support to faculty members by arranging meetings, special events, and appointments.
- Prepares necessary background information required for meetings such as agendas, minutes, briefing notes and reference documents.
- Schedules interviews, and performance reviews for faculty and staff.
- 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.
- Sets up meetings and monitors videoconference delivery quality, and escalates problems to IT for resolution.
- Maintains and updates departmental website.
- 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 2 years and up to and including 3 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**
- Attention To Detail
- Project Management
- Time Management

**Reference**
- 312729