Administrative Assistant

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Job Summary

A Brief Overview

Reporting to the Associate Director, Administration, Initiatives and Operations, School of Nursing (SON), with direction from the Assistant Director, Academic Administration, Operations, and Initiatives, School of Rehabilitation Therapy (SRT) the Administrative Assistant provides overall administrative, planning and operational support for each school.

The incumbent is responsible for direct administrative support for the Vice-Dean (Health Sciences) and Director, SON, Associate Director, Administration, Initiatives and Operations (SON) (60%), as well as the Vice-Dean (Health Sciences) and Director, SRT and Assistant Director, Academic Administration, Operations, and Initiatives (SRT) (40%). This role is responsible for preparing agendas, recording and distributing accurate meeting minutes, and managing the Directors calendars and travel arrangements. The position also leads the planning and execution of departmental events. The Administrative Assistant plays a key role in maintaining organization, supporting operational effectiveness, and ensuring a professional and seamless experience for internal and external colleagues. As the first point of contact in the schools, the incumbent performs a critical role in creating a welcoming environment. This will include providing exceptional customer service, executing communications initiatives, mail distribution, ordering supplies, email inquiries, and performing other administrative tasks.

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.

The schedule for this position requires the incumbent to work evenings and weekends.

Job Description

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.

• Sets up spaces for meetings, programs and/or events, monitors videoconference delivery quality, and escalates problems to IT for resolution.

• Maintains and updates departmental website.

• Coordinates requests for space booking.

• 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.

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.