VLP 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.

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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Applicant Guidance & Information

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Disclaimer: As part of the application process at Queen's University, our recruitment system uses Artificial Intelligence (AI), as defined under the Ontario Employment Standards Act, to ask job-related questions and confirm eligibility for hire. All final hiring decisions are made using non-AI related processes.

Job Summary

Reporting to the School Manager, the VLP Administrative Assistant is responsible primarily for reducing the administrative burden of the School of Computing's technical team. This will include working in the central Procurement system, acQuire, assisting with routine technology purchases, submitting expense claims, and more. This position will be a first point of contact for routine facilities and custodial concerns. The successful candidate will bring a commitment to I-EDIAA to every aspect of their role.

This position provides administrative support to the department. This position schedules meetings, prepares and distributes agendas, takes minutes, and diarizes follow-up as needed. This position performs data entry to create and/or maintain a variety of databases, and prepares and generates reports. This position also assists with planning and coordinating various events.

Job Description

What you will do
• Performs general clerical activities including preparing correspondence, faxing/scanning, maintaining inventory, and ordering supplies.
• Schedules meetings, prepares and distributes agendas, takes minutes, and diarizes follow-up as needed.
• Perform data entry to create/maintain a variety of databases. Prepares and generates reports.
• Create and maintain filing/e-filling systems as required.
• Assists with planning and coordinating various events, and maintains a calendar for booking conference rooms and classrooms.
• Requests and maintains system for access to facilities.
• Assists in the organization of staff timekeeping and vacation/time off requests.
• Provides administrative support for test and exam coordination.
• Creates contingent worker accounts.
• Liaises with facilities to resolve building-related issues.
• Other duties as required in support of the department and/or unit.

Required Education
• Two-Year Community College Diploma.

Required Experience
• More than 1 year and up to and including 2 years of experience.
Consideration may be given to an equivalent combination of education and experience.

Job Knowledge and Requirements
• Knowledge and insight of practical methods, techniques, and work processes that is typically acquired through a combination of technical training and/or work experience.
• Provide information that requires technical or administrative explanation or interpretation.
• Attempts to resolve a difficult or challenging interpersonal situation, or overcome resistance to gain cooperation, before referring to others.
• Manage own work effectively and follows through on commitments, using the available resources.
• May distribute work to deliver objectives on time and to the highest standard and help others access resources to support goal achievement.
• Resolve recurring problems and situations using established procedure and guidelines.
• Bring forward problems, obstacles or challenges to work completion in a timely manners so deadlines continue to be met.
• Break down concrete issues into parts and selects best solution from clear alternatives and past practices.
• Acknowledge and respect diverse cultural traditions and beliefs.
• Question attitudes, comments and behaviours which are discriminatory and seeks out appropriate resources to remove these from the workplace.

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.