Administrative Assistant, Office of the Dean - Queens University

Reporting to the Manager, Staffing and Academic Operations the incumbent is responsible for providing sensitive and confidential administrative support to the Dean and Associate Deans by preparing correspondence, coordinating calendars, and responding to inquiries on behalf of the Office of the Dean. Additionally, the role acts as secretary for the Faculty Board and its sub-committees and supports events hosted by the Office of the Dean. This position requires the incumbent to maintain a high degree of confidentiality, tact and discretion and must function with an exceptional level of accuracy, responsiveness, excellent judgment and demonstrate commitment to promoting equity, diversity and inclusion.

KEY RESPONSIBILITIES:

• Provides administrative support and acts as key contact for the Office of the Dean, frequently involving confidential and sensitive subjects/issues, including those related to labour relations. Administrative duties include preparing and distributing confidential correspondence, scheduling conferences, meeting coordination, processing, screening and directing incoming and outgoing mail, and document preparation.
• Plans, maintains, and coordinates the schedules for the Dean and the Office of the Dean (e.g., Associate Deans of Teacher Education, Graduate Studies, and Research), which includes prioritizing, re-arranging, or deferring appointments and meetings to accommodate conflicting commitments.
• Evaluates and responds to inquiries on behalf of the Dean externally and internally with limited direction, referring complex issues to the Dean. Composes original correspondence for the Dean’s signature on a wide spectrum, of matters. Ensures issues referred to the senior team are prioritized by level of importance and urgency and that these issues are followed up on appropriately.
• Arranges and coordinates all travel and accommodation in connection with administrative, teaching, and research activities for the Office of the Dean.
• Coordinates and acts as secretary for the Faculty Board and its sub-committees. This includes organizing meetings, circulating agendas, minutes, reports and motions, record keeping, and maintains a list of all sub-committee members.
• Assists with academic hiring which may include advertising academic positions, assessing application packages, setting agendas, compiling minutes, maintaining applicant database, arranging interviews and schedules and completing equity requirements.
• Supports the administration of academic appointments, including reappointment/renewal, tenure, promotion and academic/sabbatical leave applications.
• Organizes and maintains personnel files including the official file for all full-time and adjunct faculty members, including the archiving/disposing of files.
• Organizes and maintains accessible electronic and hard copy filing systems in a timely manner. Utilizes and refines computer databases and/or filing systems to maintain accurate and organized data.
• Coordinates events hosted by the Office of the Dean including booking space and refreshments, creating and distributing invitation and agendas, and tracking attendance.
• Researches information and collection of material to respond to general inquiries.
• Provide back-up support for other staff in the Office of the Dean, including supporting scheduling for the Deans, as required.
• Undertakes other duties in support of the Faculty.

REQUIRED QUALIFICATIONS:

• University degree in business administration or a related field of study is an asset.
• Minimum of three years of program/office administrative experience.
• Related experience in an academic setting is an asset.
• Knowledge of University policies and procedures is an asset.
• Working knowledge of computers and IT functions, and PeopleSoft systems is an asset.
• Consideration may be given to an equivalent combination of education and experience.

APPLICATION INSTRUCTIONS

Review full job description and requirements AND apply online.