Office Coordinator

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.

We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.

Come work with us

Job Summary

A Brief Overview

In addition to providing comprehensive administrative and planning support to senior staff, this role manages a portfolio focused on program evaluation, course evaluation, accreditation, and quality assurance. The Office Coordinator plays a vital role in supporting the continuous improvement of academic standards by coordinating data collection, facilitating analysis, and assisting with the preparation of documentation required for accreditation and internal quality reviews. The position requires collaboration with faculty, staff, and external partners to ensure accurate reporting and effective follow-up on quality initiatives.

This position provides administrative and planning assistance to senior staff to support operations. This position arranges meetings, special events, and appointments, assembles and prepares critical information for meetings, and follows up as required. This position coordinates schedules of senior staff, and determines relative priorities to ensure urgent/sensitive matters receive immediate attention. This positions also analyzes data, and prepares reports and statistics.

Job Description

What you will do

Provides administrative and planning assistance to senior staff. Proofs and edits correspondence for distribution.

Provides operational coordination for the department including arranging meetings, special events, and appointments, assembling and preparing critical information for meetings, and following up as required.

Coordinates schedules of senior staff, determines relative priorities to ensure urgent/sensitive matters receive immediate attention.

Creates and/or maintains a variety of databases. Performs analysis, and prepares reports and statistics.

• Collects and prepares documentation, and maintains files for renewal, tenure and promotion, term adjuncts, post-doctoral fellows, visiting scholars, and casual staff.

• Coordinates the submission of faculty annual reports and performance reviews.

• 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 3 years and up to and including 5 years of experience.

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 of equity, diversity, accessibility, inclusion, Indigenization and human rights for equity deserving groups.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen's is strongly committed to employment equity, diversity, and inclusion in the workplace and encourages applications from Black, racialized persons, Indigenous people, women, persons with disabilities, and 2SLGBTQI+ persons. In accordance with Canadian Immigration requirements, priority will be given to those who are legally eligible to work in Canada.

The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code, including those with disabilities. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources