Administrative and Program Assistant

Administrative and Program 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 directly to the Director of the School of Religion and receiving work direction from the Director of Jewish Studies, in addition to the Departmental Administrator, the Administrative and Program Assistant is responsible for providing general clerical, financial and administrative support to the operations of the School of Religion and the program in Jewish Studies. This includes processing day-to-day financial transactions, monitoring accounts, assisting with research financial duties for the Director of Jewish Studies, developing content for and maintaining the School of Religion and Jewish Studies websites and social media accounts (including campus promotion) and working collaboratively with colleagues in the School of Religion and in Jewish Studies to execute marketing and communications initiatives and event planning. The Administrative and Program Assistant is also responsible to provide primary administrative support for the undergraduate programs in Religious Studies and Jewish Studies.

**Job Description**:

**What you will do**
- Coordinates program logistics including intake, fee collection, ongoing communications, monitoring attendance, and scheduling.
- Acts as the first point of contact and administers and records scholarships, bursaries, and awards.
- Provides administrative support to the department including scheduling, coordinating meetings, room and equipment booking, agendas, minutes, updating records, mail distribution, office supply inventory, and transcription review.
- Coordinates events including school fairs, orientations, information sessions, webinars, seminars, training days, lectures, debates, conferences, award presentations, parties, social functions, and fundraising activities.
- Coordinates communications, including announcements, routine correspondence, website updates, and, promotional materials.
- Collects, records and enters grades.
- Generates statistical data for enrolment purposes.
- Updates and maintains course websites.
- Coordinates domestic and international travel for staff.
- Other duties as required in the 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**
- 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**
- Attention To Detail
- Marketing
- PeopleSoft

**Reference**
- 318998