Academic Department Assistant - Queens University

Reporting to the Head of Department, the Academic Department Assistant performs administrative duties in support of the department of Psychiatry including the coordination of predefined administrative processes and functions, advanced secretarial and support duties, financial tasks, interpretation and feedback, workflow coordination, and any other special function required by the department. Duties may vary widely depending upon department and current needs or projects undertaken by the unit.

KEY RESPONSIBILITIES:

• Coordinate and oversee administrative processes between faculty and administrative staff, reflecting team-based approach. This includes team communications, department annual reports, departmental committees support, and coordination of special projects as required.
• Administer special programs or services, including program maintenance, managing resources and facilities, and providing customer assistance.
• Assist with events management for various conferences, workshops, special projects and regular meetings.
• Record and transcribe various committee and meeting minutes.
• Maintain team physicians' schedules for academic appointments, teaching, etc.
• Prepare presentation, teaching and meeting materials for committees and divisions.
• Make travel arrangements and registration for various conferences for physicians.
• Perform financial duties such as monitoring expenditures, verifying and processing expense reports and completing general financial transactions.
• Organize and maintain files, including verifying existing data for accuracy of accuracy.
• Perform general administrative duties, including word processing, report preparation, filing, correspondence/email, scheduling, screening, reception, mailings. Often these duties are performed in a leadership capacity or as a special function in support of a senior supervisor.
• Provide functional guidance and general coordination of workflow.
• Provide advice, information, feedback, and support to students, staff, and outside parties.
• Interpret policy and regulations, and suggest improvement or clarifications as deemed necessary.
• Maintain two-way lines of communication with supervisors, support staff, and outside departments and institutions.
• Assist with faculty recruitment, organize recruitment visits on site and electronically, support the appointments committee with scheduling and meetings minutes, advertising for positions, and maintain Onboarding process resources.
• Assist with Reappointments/Promotions of faculty members including notification to dept members, collect applications, arrange initial promotion meetings, request references and support the reappointment/ promotion committee scheduling and meeting minutes.
• Provide support to other administrative and clerical positions as required.
• Undertake other duties or special projects as required in support of the department.

REQUIRED QUALIFICATIONS:

• Two or three-year post-secondary program in medical office administration or business administration.
• Several years (3+) of related experience in a medical environment and/or an office environment in an area of health sciences.
• Computer and office skills, including advanced database management, spreadsheet analysis, word processing skills, PowerPoint presentation development, and dictation.
• Knowledge of and experience with working in an Electronic Health Record (EMR) system.
• Knowledge of medical terminology would be considered an asset.
• Knowledge of university procedures, policies, and regulations, an asset.
• Consideration will be given to an equivalent combination of education and experience.

SPECIAL SKILLS:

• Communication and interpersonal skills to perform duties which require exchanges of information and ideas and the communication of data with a variety of diverse individuals.
• Ability to maintain strict confidentiality.
• Ability to maintain high levels of detail in all work functions.
• Well-developed organizational and calendar management skills.
• Ability to adapt to emerging technology.
• Analytical, interpretive, and problem-solving skills. Ability to maintain composure in stressful situations.
• Proven project management skills.
• Writing skills, and ability to condense and clarify information.
• Organizational skills and ability to make efficient and effective use of time.
• Leadership and coordination skills.

DECISION MAKING:

• Decide when new information calls for further action, such as distribution or verification.
• Set priorities and decide which project requires the most attention.
• Determine appropriate method to use in the evaluation of data and/or compilation of reports.
• Determine when to redirect or delegate enquiries or requests to other staff.
• Resolve problems within guidelines referring only unusual situations to other staff.
• Determine account codes and budget allocations.

APPLICATION INSTRUCTIONS

Apply Online through our Careers webpage.