Department Assistant - Queens University

Reporting to the Director, Student Academic Success Services (SASS), and taking direction from the Managers, the incumbent provides overall administrative, organizational, and clerical support for the operations of the unit. The incumbent performs day-to-day administrative functions, provides assistance for the unit's programs, services, staff, and communications, updates the departmental website, and fosters an inclusive, welcoming environment for all students, staff and visitors to SASS through the provision of reception services. The incumbent administers the online appointment booking system, including building multiple program schedules, and ensures smooth functioning of the 1:1 services. The incumbent also processes financial transactions, administers casual payroll, supports administrative needs of other DSA units as directed, and performs other departmental support activities, as required.

This position provides administrative support to the department. This position schedules meetings, prepares and distributes agendas, takes minutes, and diarizes follow-up as needed. This position performs data entry to create and/or maintain a variety of databases, and prepares and generates reports. This position also assists with planning and coordinating various events.

To view the full job description, please visit our Careers page. 

What you will do

• Performs general clerical activities including preparing correspondence, faxing/scanning, maintaining inventory, and ordering supplies.
• Schedules meetings, prepares and distributes agendas, takes minutes, and diarizes follow-up as needed.
• Perform data entry to create/maintain a variety of databases. Prepares and generates reports.
• Create and maintain filing/e-filling systems as required.
• Assists with planning and coordinating various events, and maintains a calendar for booking conference rooms and classrooms.
• Requests and maintains system for access to facilities.
• Performs general accounting activities including invoice generation, requisitions, expenses, collecting and processing cash and cheques, and reconciliations.
• Assists in the organization of staff timekeeping and vacation/time off requests.
• Liaises with facilities to resolve building-related issues.
• Assists with committee processes.
• Assists with preparation and distribution of departmental newsletter.
• Prepares overtime and time away reports.
• Coordinates department orientation for new hires.
• Coordinates registration of the various training sessions and maintains the registration log and/or training records.
• Receives and processes injury reports to be submitted to Environmental Health and Safety.
• Updates the TV screen, website, and/or social media accounts.
• Maintains employment records and contracts for students.
• Other duties as required in support of the department and/or unit.

Required Education

• Two-Year Community College Diploma, in business administration preferred.

Required Experience

• More than 1 year and up to and including 2 years of experience.
• Experience in client and/or customer experience functions considered an asset.
• Experience planning, coordinating and/or managing events or promotions considered an asset.
• 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.).

Required Licenses and Certifications

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

Consideration may 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 work experience.
• Provide information that requires technical or administrative explanation or interpretation.
• Attempts to resolve a difficult or challenging interpersonal situation, or overcome resistance to gain cooperation, before referring to others.
• Manage own work effectively and follows through on commitments, using the available resources.
• May distribute work to deliver objectives on time and to the highest standard and help others access resources to support goal achievement.
• Resolve recurring problems and situations using established procedure and guidelines.
• Bring forward problems, obstacles or challenges to work completion in a timely manners so deadlines continue to be met.
• Break down concrete issues into parts and selects best solution from clear alternatives and past practices.
• Acknowledge and respect diverse cultural traditions and beliefs.
• Question attitudes, comments and behaviours which are discriminatory and seeks out appropriate resources to remove these from the workplace.

Please apply online at:
https://clients.njoyn.com/CL4/xweb/xweb.asp?clid=74827&page=jobdetails&jobid=J1025-0703&BRID=EX429215&SBDID=21474&LANG=1.