Administrative Assistant - Queens University

The Administrative Assistant will provide senior-level administrative support to the Vice-Dean Research and the Office of Research in Queen's Health Sciences (QHS). In addition to planning and coordinating diverse administrative activities, the incumbent will plan and lead projects supporting key initiatives for the Office of Research and Queen's Health Sciences strategic priorities, support and oversee the QHS research operating budget and coordinate high profile events. This includes analyzing information, identifying key deliverables, as well as maintaining a timeline to ensure accuracy and progression towards achieving the goal and follows up as required.

The incumbent will act as a contact and resource to senior staff and liaises with other offices in the faculty, university and with outside agencies.

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.

The schedule for this position requires the incumbent to work variable hours, including regular attendance at early morning meetings.

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.
• Maintains and updates the department website, social media channels and other electronic systems content.
• 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.
• Consideration may be given to an equivalent combination of education and experience.

Review full job description, knowledge, and requirements online.