Departmental and Academic Administrator - Queens University

Reporting to the Administrative Manager, the Departmental and Academic Administrator will provide high-level, service-oriented, and highly organized administrative support to the academic mission of the Department of Pathology and Molecular Medicine. The role involves assisting in the daily operations of the department and supporting the logistics of academic projects. The incumbent is expected to demonstrate initiative, make independent decisions, maintain confidentiality, and work collaboratively with faculty, staff, and students as needed.

Under the guidance of the education leads, the incumbent will also play a key role in supporting the seamless administration of the Graduate program(s) and other educational initiatives as directed by the Administrative Manager. This position requires strong analytical and problem-solving skills, with the ability to identify process improvement opportunities to enhance efficiency and effectiveness. The incumbent will synthesize information and develop strategies to fulfill administrative tasks, while providing clear, thorough advice to students (both Graduate and Undergraduate) regarding their academic progress. Referring students to the appropriate university units (e.g., Graduate or Undergraduate Chair, Career Services, Student Wellness) will be an integral part of the role. Building strong relationships with students and departmental members is essential to this position.

This position acts as a resource person and first point of contact for students, staff, faculty, and the general public regarding admissions, registration, scholarships and awards, and graduate program policies and procedures. This position provides support for admissions and/or registration processes including confirming admissions documentation is received, and gathering, uploading, and reviewing the data for applications. This position provides academic advising support to students. This position also performs accounting and general bookkeeping activities including accounts payable, accounts receivable, expenses, award budgets.

Review full job description, knowledge, and requirements online.

REQUIRED EDUCATION:

• Three-year Community College Diploma or Three-Year Bachelor Degree, or equivalent.
• in business administration preferred; or in office administration preferred.

REQUIRED EXPERIENCE:

• More than 2 years and up to and including 3 years of experience.
• Experience in financial services practices considered an asset (e.g., maintaining accounting records, etc.).
• Experience in general financial control practices considered an asset (e.g., accounts payable, cost accounting, financial reporting, etc.).
• Experience in writing, interviewing, reviewing, editing and/or proofreading internal and/or external communications and documents considered an asset (e.g., social media, policy manuals, newsletters, handbooks, legal documents, forms/templates, blogs, training/reference materials, technical documents, webinars, etc.).
• Experience planning, coordinating and/or managing events or promotions considered an asset.
• Experience with accounting practices considered an asset (e.g., general ledger, cash payments/collections, tax transactions, balance sheets, management reporting, cost accounting/budgeting and/or accounts payable/receivables, etc.).
• Experience with providing administrative support considered an asset (e.g., document editing, proofing, formatting and production, data entry, scheduling/coordinating meetings and/or travel arrangements, receiving/relaying messages, etc.).
• Experience working in a comparable client-focused environment considered an asset.
• Experience working at a post-secondary education institution considered an asset.
• Experience advising students considered an asset.
• Consideration may be given to an equivalent combination of education and experience.

APPLICATION INSTRUCTIONS:

Apply online through the Queen's Career Webpage.