Administrative Assistant - Queens University

Reporting to the Department Manager, the Administrative Assistant will be responsible for the administration of the day-to-day administrative requirements of the Department of Cancer Care and Epidemiology (CCE). The incumbent will be responsible for supporting portfolios held by full-time senior researchers in CCE. This will involve being a central point of contact for the division to ensure consistency among the various administrative processes and procedures. The success of this role will rely heavily on the incumbent’s organizational, priority setting and communication skills.

Job Description

• Provide a broad range of administrative support including, but not limited to, initiating and preparing correspondence, scheduling and maintaining meetings and appointments, distributing information in a timely manner, answering phones and emails, responding to inquiries, travel arrangements and accommodations.
• Administer and monitor research accounts. This includes, but is not limited to reconciling accounts, verifying, and processing payment of invoices, travel claims, and cheque requisitions, as well as tracking. Provide expense reports as required for the Department Manager to assist with budgeting.
• Develop, implement, and maintain filing systems to ensure information is accurate, current, and organized. Provide access to information through regular and ad-hoc reports.
• Responsible for production of annual report with input from senior research staff. This will involve gathering and compiling large volumes of information from a variety of sources and ensuring timely distribution to interested parties.
• Responsible for updating the content of the senior researchers’ curriculum vitae.
• Coordinate equipment purchases, ensuring the upkeep and functionality of office equipment including maintaining supplies.
• Ensure that requests from external sources including requests for journal reprints,
• information, data, meetings, and collaborations are processed, and that the necessary follow-up is provided.
• Assist Department Manager with new hiring: placing ads, collecting applications, making
• interview arrangements, correspondence and when necessary, participate in the interview process
• Gather and assist in compiling information for grant applications, manuscripts, and abstracts. Determine appropriate information and format for submissions. Assist with the submission of annual reports as required. Responsible for maintaining the curriculum vitae.
• Participating in the planning and implementation of changes to administrative procedures pertaining to better means of processing and storing information.
• Undertake other duties as required to ensure the smooth functioning of CCE.

REQUIRED QUALIFICATIONS:

• Three-year post-secondary program combined with a minimum of 3-5 years related experience in a research setting.
• Working knowledge of Queen’s Peoplesoft applications would be considered an asset.
• Consideration will be given to an equivalent combination of education and experience.

Review further skills and decision-making abilities online.

APPLICATION INSTRUCTIONS

Apply online through our Careers webpage.