Administrative and Communications 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.
Come work with us
Job Summary
Reporting to the Department Head, the Administrative & Communications Assistant is responsible for providing administrative support and implementing digital communications strategies for the Department of Anesthesiology and Perioperative Medicine. The incumbent will work collaboratively with all administrative staff and faculty, as an integral member of the department to provide efficient and effective support. This includes playing a key role in the creation and implementation of digital communication initiatives, creation of content for online channels, and effective communication with all audiences. The Administrative & Communications Assistant will use flexibility, problem-solving and prioritization skills to successfully manage competing demands in a high-paced administrative environment.
**Job Description**:
**KEY RESPONSIBILITIES**:

- Recommends and develops content for the website and digital media channels including video and written materials in support of the Department’s objectives, priorities and key messages. Responsible for website maintenance, social media, newsletters, departmental reports and other electronic platform initiatives. Use analytics to track engagement with electronic communications and social media marketing.
- Provides administrative support for the department in various aspects related to program and clinical administration including scheduling and personnel assignments on urgent/emergent bases. This includes providing back up support to other administrative staff during high volume and vacation periods, as required.
- Provides administrative support for various departmental and committee meetings. Responsible for scheduling, booking rooms, and handling scheduling conflicts. Prepares agendas, records and distributes minutes; determines and ensures distribution of information is accurate and timely.
- Acts as a general support for the department, responding to general inquiries, providing information and feedback, and assisting to resolve issues that arise in day-to-day administrative operations. Liaise effectively with hospital staff, administrators, residents and clinical faculty, to coordinate work and information flow.
- Provides administrative support to undergraduate and postgraduate program administrators, including digital communications and social media requirements for the programs.
- Assists with the coordination and organization of events hosted by the department. Ensures catering requirements, dissemination of necessary information to attendees, accommodation arrangements, etc. are timely and accurate.
- Enhances the departmental social media presence and updates information regularly; responds to/redirects social media inquiries.
- Ensures all communication maintains confidentiality and is in accordance with FIPPA regulations and recommendations.
- Ensures that all communication initiatives align with Queen’s University’s visual/brand standards and accessibility requirements.
- Works collaboratively with administrative team members to ensure ongoing effective administrative deliverables and participates in the implementation of revisions to administrative tasks.
- Oversees and supervises students and/or temporary staff
- Collaborates with the Faculty of Health Sciences Marketing and Communications and University Marketing and Communications on projects and best practices.
- Undertakes other duties as assigned, in support of the department.

**REQUIRED QUALIFICATIONS**:

- Three-year post-secondary program in communications, marketing, office administration or related field.
- Previous experience (3 to 5 years minimum) developing digital communication materials in a variety of formats, including print and digital. Preference will be given to experience within a related academic/office environment.
- Demonstrated successful administrative experience in a collaborative fast-paced environment with competing priorities, requiring quick and appropriate decision-making skills.
- An understanding of accessibility issues and federal and provincial legislation pertaining to electronic communications addressing accessibility, privacy and electronic security.
- Experience with the Adobe Creative Suite (e.g., Lightroom, Premiere Pro, In-Design) and basic HTML is considered an asset.
- Knowledge of university and hospital policies and procedures is considered an asset.
- Consideration may be given to an equivalent combination of education and experience.

**SPECIAL SKILLS**:

- Respects diversity and promotes inclusion in the