Administrative Coordinator - Queens University

The Administrative Coordinator will report to the Manger, of the Department of Chemistry and the Managing Director of the Carbon to Metal Coating Institute (C2MCI) at Queen's University.

For the Department of Chemistry the Administrative Coordinator will perform complex administrative and organizational duties in support of the Department Head and Manager, and provides leadership and supervision of the office receptionist, undergraduate and graduate assistant. The incumbent will supervise office processes and administrative duties, including scheduling/coordinating meetings, triaging tasks, preparing communications, organizing special events, supporting committees and assisting with departmental human resources.

For the C2MCI the Administrative Coordinator will provide administrative support to the C2MCI Managing Director, including scheduling internal and external meetings, booking travel, communicating information to meeting/event participants, and will draft, agendas and minutes. The incumbent will write, review, and edit marketing documents, annual reports, event brochures, prepare and review PowerPoint presentations, and will design graphics for technical presentations, reports and communication documents. Finally, the position will be responsible for day-to-day updates of the C2MCI website, and timely promotion of events and programs through the C2MCI social media platforms (Twitter, Instagram, LinkedIn and YouTube).

This position provides administrative and planning assistance to senior staff to support operations. This position coordinates 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. This position directs, allocates, and supervises the work of other staff.

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.
• Directs, allocates, and supervises the work of other staff.
• Oversees the creation and maintenance of news items on the departmental website.
• Maintains department website and assists with social media content.
• Produces newsletters and other publications.
• 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 in web design and website content development and management tools considered an asset (e.g., DreamWeaver, FrontPage, etc.).
• Experience in writing, interviewing, reviewing, editing and/or proofreading internal and/or external communications and documents considered an asset (e.g., social media, policy manuals, newsletters, handbooks, legal documents, forms/templates, blogs, training/reference materials, technical documents, webinars, etc.).
• Knowledge of advertising and/or sponsorship practices and trends in electronic communications and publications considered an asset.
• Experience with web/graphics/audio/video editing tools is considered an asset.
• Consideration may be given to an equivalent combination of education and experience.