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

The incumbent is responsible for performing the day-to-day administration duties in support of the Canadian Cancer Trials Group, as well as providing administrative and secretarial support for designated Senior Staff members and reporting to the Group Administrator.

Duties include maintaining calendars, drafting and preparation of correspondence for signature, conference and or meeting coordination, scheduling, compiling, processing and disseminating information. The incumbent will also provide support to various committees and communicate and liaise with other members of the Group and external network. The incumbent must function with an exceptional level of accuracy, confidentiality, judgment and efficiency. The incumbent is expected to act with initiative, make decisions independently, work collectively and consult with the other administrators and staff as required.

**Job Description**:

**KEY RESPONSIBILITIES**:

- Draft original correspondence for designated Senior Staff signature on a wide spectrum of matters, often involving sensitive and confidential correspondence and processes.
- Provide communication, consultation, or advisory support. Act as first point of contact and resource person to senior staff. Keep designated Senior Staff advised and aware of important matters requiring their attention.
- Develop effective liaison with Group colleagues, faculties, departments, and external parties in order to accomplish programmatic goals. Effectively manage inquiries and special requests.
- Prepare designated Senior Staff for meetings, conferences, appointments and special events by researching, recommending and developing documentation and files. Arrange and coordinate all travel and accommodation to national/international destinations for designated Senior Staff and/or delegates. Follow through with entire travel cycle including gathering, collating, and submitting travel claims for reimbursement. Organize meetings hosted by the Senior Staff members and welcoming associated visitors to the office.
- As part of the Group Administrator’s Office, support other aspects of the Groups operations such as reception and meeting support if required.
- Undertake other duties and/or special projects as assigned in support of the department/unit.

**REQUIRED QUALIFICATIONS**:

- Three-year post-secondary program in office administration (preferably medical) or relevant field.
- several years of demonstrated successful experience in an administrative support role, preferably at a university or institutionally relevant setting
- Medical, scientific, and specialty terminology is an asset.
- Comprehensive knowledge of relevant policies procedures, financial/computing systems and the organizational structure.
- Consideration will be given to an equivalent combination of education and experience.

**SPECIAL SKILLS**:

- Strict attention to detail and exceptional accuracy; is thorough when performing tasks and conscientious about attending to details, ensuring quality of products and services.
- Strong analytical and problem-solving skills to help resolve administrative problems and to maximize efficiency. Research skills considered an asset.
- Flexible, takes initiative and uses resourcefulness to work independently and undertake diverse responsibilities.
- Excellent time management and highly effective organizational/administrative skills to deal with a consistently high volume of work and juggle conflicting priorities, ensuring deadlines are met. Results oriented with the ability to work under pressure, solve problems, set timelines and prioritize effectively required.
- Ability to work independently as well as part of a team.
- Strong customer focus; ability to meet the needs of a broad range of internal and external audiences both professionally and effectively with a proven ability to establish and maintain effective working relationships with others by working cooperatively to accomplish shared goals and objectives.
- Diplomacy and tact in dealing with diverse groups of people; maturity and good judgement, and the ability to deal with sensitive issues in a professional manner internal and external to the Group.
- Superior interpersonal and communication skills to gather information and deliver key messages accurately and with empathy.
- Excellent writing skills to draft and edit correspondence and reports. Proficient in the use of word processing, PowerPoint, spreadsheet and database software. Ability to adapt to the implementation of new