Administrative Secretary - Queens University

Job Details

Administrative Secretary

Kingston
  • City City: Kingston
  • Rate of Pay Rate of Pay: Salary
  • Positions Available Positions Available: 1
  • Type Type: Part Time
  • Duration Duration: Permanent
  • Avg. Hours/Week Avg. Hours/Week: 17.5
  • Schedule Schedule: Days
  • Education Education: College

A Brief Overview 

The Regional Assessment and Resource Centre (RARC) is a Centre of Excellence funded by the Ministry of Colleges and Universities and has staff consisting of clinical psychologists, educators, transition specialists and researchers who focus on assessing incoming and current post-secondary students for neurodevelopmental disorders and helping them understand and mitigate the impact of those disorders in an academic context. As the face of RARC, the administrative secretary meets and greets clients and manages the administrative functions. The administrative secretary plays a critical role in the successful functioning of the centre.This position acts as the first point of contact and responds to initial inquiries, and books, cancels, escalates, and/or reschedules appointments. This position assists with patient flow in the clinic. This position monitors, submits, and confirms requests for referrals, tests, and/or specialist appointments. This position initiates, updates, and maintains medical records. This position also performs accounting and bookkeeping activities including reconciliations, invoicing, accounts receivable, and generating reports.

What you will do

  • Acts as the first point of contact and responds to initial inquiries, and books, cancels, escalates, and/or reschedules appointments.
  • Assists with patient flow in the clinic.
  • Monitors, submits, and confirms requests for referrals, tests, and/or specialist appointments.
  • Initiates, updates, and maintains medical records.
  • Provides various medical forms to students for completion.
  • Collects and records payments for services including third-party fees, vaccines, cancellations, etc.
  • Performs accounting and bookkeeping activities including reconciliations, invoicing, accounts receivable, and generating reports.
  • Performs administrative duties such as incoming and outgoing mail and couriers, and photocopying/faxing.
  • Maintains and updates inventory of office and clinic supplies.
  • Other duties as required in support of the department and/or unit.

Required Education

Two-Year Community College Diploma.

Required Experience

More than 1 year and up to and including 2 years of experience.

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.

Perks & Benefits

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