H&A Administrative 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.

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Job Summary

A Brief Overview

The Housing and Ancillary Services (H&A) 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.

Reporting to the Manager, Human Resources and Administration, and taking direction from the Executive Director, Housing and Ancillary Services and the members of the H&A Executive Team, the H&A Administrative Coordinator provides senior-level administrative, operational and project coordination to support the H&A Executive team. The Administrative Coordinator will prepare and update sensitive materials and correspondence, coordinate events and meetings and manage complex scheduling requirements. Responsibilities also include tracking action items, deadlines and follow-ups, screening communications and prioritizing requests, preparing briefing materials, reports, and presentations and coordinating travel arrangements and itineraries The role will also support departmental initiatives and operational projects including residence move-in activities. In addition, the Administrative Coordinator will coordinate multiple departmental committees, undertake liquor license compliance activities, and support staff onboarding and offboarding coordination and related processes.

Committed to Indigenization, equity, diversity, inclusion, anti-racism, and accessibility, the H&A Administrative Coordinator thrives while working in a high profile and fast-paced work environment where there is regular exposure to sensitive and confidential information and student information. The H&A Administrative Coordinator demonstrates initiative and exercises sound judgement while working with a high level of accuracy and efficiency. The role requires the ability to make timely decisions and collaborate effectively with administrators and staff as needed.

This position acts as the first point of contact, and coordinates activities for senior staff in the department and/or unit including arranging meetings, preparing correspondence, minute taking, and meeting logistics. This position reviews reports and disseminates information to stakeholders and senior staff. This position coordinates central activities within the department and/or unit, and monitors and follows-up with staff to confirm activity progression. This position also prepares and generates financial reports for the department and/or unit.

This position acts as the first point of contact, and coordinates activities for senior staff in the department and/or unit including arranging meetings, preparing correspondence, minute taking, and meeting logistics. This position reviews reports and disseminates information to stakeholders and senior staff. This position coordinates central activities within the department and/or unit, and monitors and follows-up with staff to confirm activity progression. This position also prepares and generates financial reports for the department and/or unit.

Job Description

What you will do

• Acts as the first point of contact for the department and frontline resource and contact person for senior staff.

• Coordinates activities for senior staff in the department and/or unit including arranging meetings, preparing correspondence, minute taking, and meeting logistics.

• Reviews reports and disseminates information to stakeholders and senior staff. Prepares and distributes correspondence, documents, and/or reports, and maintains files.

• Plans and coordinates meetings, prepares materials, and records and distributes minutes.

• Coordinates central activities within the department and/or unit. Monitors and follows-up with staff to confirm activity progression.

• Performs general accounting and bookkeeping duties including accounts payable, accounts receivable, and expense reimbursements.

• Prepares and generates financial reports for the department and/or unit.
• 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.

• 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.
• Experience working at a post-secondary education institution considered an asset.

• Experience in planning and/or managing projects considered an asset.

• 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

• Satisfactory Criminal Records Check required.

• Vulnerable Sector Screening 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 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.