Administrative Assistant

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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 Executive Assistant, Vice-Principal Research portfolio, the Administrative Assistant is responsible for providing a broad range of executive level organizational and administrative support to the Deputy Vice-Principal (Health Research) (DVPR) and the Associate Vice-Principals (Research) (AVPRs), and contributing to the smooth and efficient operation of the Vice-Principal Research portfolio in support of the mission of the university. The Administrative Assistant has primary responsibility for planning and managing the DVPR and AVPRs’ busy and complex schedules and priorities. Other administrative duties include general communication, meeting coordination and support, travel planning, records management, and liaising with a number of stakeholders within the university community, as well as external stakeholders.

The Administrative Assistant functions with strict adherence to confidentiality, a high degree of autonomy, exceptional level of detail and accuracy, sound judgement, requiring mínimal direct supervision, and a high degree of efficiency. The Administrative Assistant is a highly visible, multifaceted position with significant impact on the effectiveness and reputation of the Vice-Principal (Research) Portfolio.
**Job Description**:
**KEY RESPONSIBILITIES**:

- Leads the planning, maintaining and managing of the DVPR and AVPRs’ busy and complex schedules to optimize use of time during an extended workday. Plans schedules with a view to screening and prioritizing events, appointments and meetings; rearranges and defers meetings as required when urgent matters arise; refers requests to other offices when needed. Ensures the DVPR and AVPRs receives all relevant materials and is prepared and briefed for all meetings and other engagements to be attended (internal and external to Queen’s).
- Frequently interacts and liases with the Office of the Principal, the Provost, the Vice-Principals, and other executive offices, as well as various external stakeholders. Coordinates follow-up actions and thank you notes.
- Coordinates highly confidential material for the DVPR and AVPRs, as required, including files relating to strategic planning, strategic and organizational plans as it relates to HR, staffing and budgeting, business/organizational/human resources matters.
- Fosters a welcoming and inclusive atmosphere in the Vice-Principal Research portfolio portfolio.
- Provides high-level executive support to the DVPR, and the AVPRs as required. This includes, but is not limited to, gathering and compiling information; preparing correspondence and files, reports, presentations, and briefing notes; drafting communication, and coordinating meetings and follow-up; organizing portfolio meetings and senior executive retreats.
- Coordinates and prepares the DVPR and AVPRs’ briefing files for daily meetings, which include background notes, biographical information, speaking notes, schedule of events, etc.
- Provides input and produces sensitive, confidential correspondence. Composes original correspondence and drafts documents for the DVPR and AVPRs when requested, or on own initiative.
- Ensures the timely flow of information related to the DVPR and AVPRs, ensuring critical and sensitive matters are prioritized, and handled expeditiously based on knowledge and understanding of institutional and portfolio priorities and processes: maintains an effective system to bring forward documents and correspondence for reply, agenda items for meetings, reports for comment or dissemination; replies on behalf of the DVPR and AVPRs, or composes/transcribes correspondence for signature by the DVPR and AVPRs to ensure action items are acted upon within set deadlines.
- Reviews travel expenses and financial claims from DVPR’s and AVPRs’ direct reports for approval.
- Manage all logistics for the DVPR and AVPRs pre-and-post travel; arranges and coordinates travel and accommodations to national and international destinations. Interprets and ensures adherence to travel and finance policies and procedures. Prepares itineraries, and initiates timely travel reimbursements for expense claims and travel advances.
- Coordinates and provides support for meetings including preparing and circulating notices, agendas and background materials; books rooms; sets-up equipment.
- Provides back up to the Vice-Principal Research portfolio Administrative Assistant.
- Manages key distribution to Vice-Principal Research portfolio employees to access Richardson Hall.
- Develops and maintai