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Administrative Assistant, Residence Life
2 weeks ago
**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**
The Housing and Ancillary Services team manages close to 5,000 student beds in 18 residence buildings, as well as Community Housing, our off-campus rental apartment and housing properties, three dining halls, numerous retail foodservice locations on campus, the Donald Gordon Hotel and Conference Centre, University Club and Event Services. Residence buildings also provide temporary accommodations for the summer conference, events and tourism markets. Revenue and services from these units support vital student life programs and contribute to the University's learning environment. The Residence Life and Services staff team is dedicated to the development of the whole student, promoting diversity, accountability, independence and success in a broader learning environment.
This position provides administration, coordination and operational support for the department. This position schedules and prepares meetings, responds to inquiries, and initiates and prepares correspondence as required. This position also creates and maintains databases, analyzes data, and prepares reports and statistics.
**What you will do**
Provides general administrative assistance to senior staff in the department. Responds to inquiries, and initiates and prepares correspondence as required.
Provides general office support to faculty and/or staff members by arranging meetings, special events, and appointments.Prepares necessary background information required for meetings such as agendas, minutes, briefing notes and reference documents.Schedules interviews and performance reviews for faculty and/or staff.Creates and/or maintains a variety of databases. Performs analysis, and prepares reports and statistics.
- Collects and prepares documentation, and maintains files for casual staff.
- Sets up spaces for meetings, programs and/or events, monitors videoconference delivery quality, and escalates problems to IT for resolution.
- Performs general accounting activities which may include budget population, monitoring, and reporting, accounting report generation, invoice generation, requisitions, expenses, collecting and processing cash and cheques, timekeeping, and performing reconciliations.
- Coordinates requests for space booking.
- Coordinates requests for student accommodations. Coordinates purchases and/or leases for supplies and equipment.
- Tracks training and ensures that mandatory training is completed.
- 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 with providing administrative support considered an asset (e.g., document editing, proofing, formatting and production, data entry, scheduling/coordinating meetings and/or travel arrangements, receiving/relaying messages, etc.).
**Required Licenses and Certifications** Vulnerable Sector Screening required.
- Satisfactory Criminal Records Check required.
Consideration may be given to an equivalent combination of education and experience.
**Job Knowledge and Requirements**
- Practical and applied knowledge of specialized methods and processes that are typically acquired through a combination of technical or academic qualification and/or work experience.
- Provide consultation and advice on non-straightforward and/or complex issues.
- Interaction with others typically requires interpersonal skills and the ability to understand and influence.
- Adapt messages to meet the needs of the intended audience.
- Build relationships, trust and credibility.
- 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.
- Contribute to setting work priorities and direction, supporting the team in achieving goals and objectives.
- Participate in project team meetings and develop individual project plans.
- Lead procedural or technological change within a unit.
- Identify new problems and seek information and input to fully understand the cause of problems.
- Identify opportunities to improve the effectiveness and efficiency of work processes.
- Draw logical conclusions and provides opinions and recommendations.
- Research equity, diversity, accessibility and inclusion resources and best practices relevant to the job and unit operations in order to inform evidence-based planning.
- Commitment to principles
