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.

Come work with us

Job Summary

**A Brief Overview**

Reporting to the Department Manager, the Administrative Assistant is responsible for providing administrative support to the Department Head and Department Manager of the Department of Mechanical and Materials Engineering. The incumbent provides administrative support on the hiring process for casual hires, Teaching Assistants, Teaching Fellows, Post-doctoral Fellows and Term Adjuncts. Provides full support to the Appointments Committee for Renewal, Tenure and Promotion (RTP) process as well as faculty hires. The incumbent prepares correspondence for signature, facilitates conference, event and/or meeting coordination and schedules, as well as compiles, processes and disseminates information to appropriate stakeholders. This role also serves as the departmental timekeeper, updates departmental web pages and social media platforms and also acts as the department representative when interacting with services departments (e.g. Engineering HR, Faculty Relations, Event Services) and/or external organizations. This position acts as the first point of contact for the department and frontline resource and contact person for senior staff. This position responds to inquiries on behalf of senior staff, manages correspondence and calendars, and makes travel arrangements. This position is responsible for schedule management, organizing and coordinating meetings and conferences, and responding to inquiries.

**Job Description**:

**What you will do**
- Coordinates and processes renewal, tenure and promotion (RTP) reviews for faculty.
- Prepares and distributes correspondence, documents, and/or reports, and maintains files.
- Plans and coordinates meetings, prepares materials, and records and distributes minutes.
- Maintains faculty members training records.
- Coordinates the faculty recruiting process and provides administrative support to senior staff and committees.
- Coordinates conferences and special events hosted by the department and/or unit.
- Maintains and updates the department website, social media channels and other electronic systems content.
- Acts as the first point of contact for the department and frontline resource and contact person for senior staff.
- Responds to inquiries on behalf of senior staff, manages correspondence and calendars, and makes travel arrangements.
- 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.
- Experience working at a post-secondary education institution considered an asset.

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

**Job Knowledge and Requirements**
- Knowledge and insight of practical methods, techniques, and work processes that is typically acquired through a combination of technical training and/or substantial work experience.
- Provide information to others that requires technical or administrative explanation or interpretation.
- Attempts to resolve a difficult or challenging interpersonal situation, or overcome resistance to gain.
- Adapt messages to meet the needs of the intended audience.
- 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.
- Participate in project team meetings and is involved in developing individual and team project plans.
- Identify new problems and seeks information and input to fully understand the cause.
- Identify opportunities to improve the effectiveness and efficiency of work processes.
- Break down concrete issues into parts and synthesizes information succinctly.
- Respect diversity and promotes inclusion in the workplace.
- Awareness of relevant legislation, including Employment Equity, Human Rights legislation, Treaties, sexual violence legislation and the Accessibility for Ontarians with Disabilities Act and its regulations.

Employment Equity and Accessibility Statement

**Skills**

**Reference**
- 316769