Departmental Assistant - Queens University

Reporting to the Executive Assistant to the Vice-Provost and Dean of Student Affairs, and taking direction from the Executive Director and Executive Director, Finance and Administration, the Departmental Assistant is responsible for providing day-to-day administrative, organizational and financial support to the Office of the Vice-Provost and Dean of Student Affairs.

The Departmental Assistant will perform reception duties, prepare and update sensitive materials and correspondence, coordinate events, conferences, and meetings; perform complex scheduling, order office and IT supplies, and act as the office timekeeper, Health and Safety Rep and IT Admin Rep. In addition, the Departmental Assistant is responsible for maintaining several databases and filing systems, as well as organizing and disseminating information to assist with the overall functioning of the office.

Committed to Indigenization, equity, diversity, inclusion, anti-racism, and accessibility, the Departmental Assistant is client- focused, and thrives while working in a high profile and fast-paced work environment where there is regular exposure to sensitive and confidential information and student information. The Departmental Assistant acts with initiative, and functions with an exceptional level of accuracy, good judgement and efficiency, and is responsible for making quick decisions, consulting with other administrators and staff, as needed.

This position acts as the first point of contact for the department and frontline resource and contact person for senior staff. This position responds to inquiries on behalf of senior staff, manages correspondence and calendars, and makes travel arrangements. This position is responsible for schedule management, organizing and coordinating meetings and conferences, and responding to inquiries. This position also performs general accounting and bookkeeping duties including accounts payable, accounts receivable, and expense reimbursements.

What you will do

• Acts as the first point of contact for the department and frontline resource and contact person for senior staff.
• Responds to inquiries on behalf of senior staff, manages correspondence and calendars, and makes travel arrangements.
• Prepares and distributes correspondence, documents, and/or reports, and maintains files.
• Plans and coordinates meetings, prepares materials, and records and distributes minutes.
• Performs general accounting and bookkeeping duties including accounts payable, accounts receivable, and expense reimbursements.
• Generates financial reports for the department and/or unit.
• Coordinates conferences and special events hosted by the department and/or unit.
• Maintains and updates the department website, social media channels and other electronic systems content.
• Co-ordinates maintenance requests.
• 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.

Required Licenses and Certifications

• Satisfactory Criminal Records Check required.
• Vulnerable Sector Screening required.

Consideration will be given to an equivalent combination of education and experience.

Job Knowledge and Requirements

• Knowledge and insight of practical methods, techniques, and work processes that is typically acquired through a combination of technical training and/or substantial work experience.
• Provide information to others that requires technical or administrative explanation or interpretation.
• Attempts to resolve a difficult or challenging interpersonal situation or, overcome resistance to gain cooperation.
• Adapt messages to meet the needs of the intended audience.
• Manage own work and may train and review the work of casual employees, work study students, and/or volunteers, to see commitments through to completion.
• Participate in project team meetings and is involved in developing individual and team project plans.
• Identify new problems and seeks information and input to fully understand the cause.
• Identify opportunities to improve the effectiveness and efficiency of work processes.
• Break down concrete issues into parts and synthesizes information succinctly.
• Respect diversity and promotes inclusion in the workplace.
• Awareness of relevant legislation, including Employment Equity, Human Rights legislation, Treaties, sexual violence legislation and the Accessibility for Ontarians with Disabilities Act and its regulations.

APPLICATION INSTRUCTIONS

Apply Online through our Career Opportunities webpage.