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Administrative Assistant

Kingston, ON
Mid Level

About the role

Administrative Assistant

About Queen's University

Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.

We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.

Come work with us!

Job Summary
Reporting to the Department of Surgery’s Departmental Manager and the Department Head, the Administrative Assistant will provide administrative support to the Department of Surgery, including the coordination of predefined administrative and financial processes and functions, and advanced administrative support duties such as event coordination. The administrative assistant will support both the Department Head and the Departmental Manager in this role. Duties may vary depending upon the current needs of the Department and projects undertaken by the various Divisions.

The incumbent must function with an exceptional level of accuracy, good judgment and efficiency.

Job Description
KEY RESPONSIBILITIES:

  • As the first point of contact in the Department, the Administrative Assistant will provide exceptional customer service, answer the Department’s telephone lines, monitors inquiries to the departmental email, execute communication initiatives and distribute information.

  • Coordinate the day-to-day operations of the main office of the Department of Surgery, including but not limited to, mail distribution, room and equipment bookings, purchasing office supplies, coordinating catering orders and other miscellaneous administrative tasks.

  • Prepare and facilitate building maintenance requests by liaising with Kingston Health Sciences Centre.

  • Respond to inquiries, research and synthesizing answers to questions, and solving administrative problems within guidelines.

  • Draft sensitive and confidential correspondence for the Department Head’s review and signature.

  • Provide administrative support to the Department Head by managing the Head’s calendar, screening, scheduling, prioritizing, arranging, rearranging, deferring appointments and meetings, preparing and distributing confidential correspondence, document reports and word processing, manage files and gather and compile data as required. Processing, screening, and directing all of the Department Head’s incoming and outgoing mail. Organize meetings hosted by the Department Head and welcoming visitors to the office.

  • Perform financial duties in support of the Department, including ordering supplies and paying invoices. Assist with scanning and filing receipts for VISA reconciliation, and draft Hospitality requests to the attention of the Queen’s Health Sciences CFAO, as required.

  • Prepare the Department Head for meetings, conferences, appointments and special events by researching and compiling documentation and files from a variety of sources in a timely manner. Maintain an effective system to bring forward necessary documents and correspondence for reply, agenda items for meetings, reports for comment or dissemination and ensure the Department Head is properly prepared and briefed for meetings, ensuring that any necessary follow-up is completed. Arrange and coordinate travel and accommodation to national/international destinations in connection with administrative activities for the Department Head.

  • Assist in setting up and maintaining accessible and extensive electronic and hard copy filing systems for all areas of university and hospital administration.

  • Maintain the Department of Surgery databases and contact lists for faculty and secretaries; alumni and distribution listings; and organizational charts, faculty absences and tracking CME points and preparing confirmation letters when requested. Utilize and refine computer databases in order to maintain accurate and organized data.

  • Assist in the KHSC Annual Reappointment documentation process for Medical and Dental Staff, troubleshoot and ensure that paperwork is submitted correctly and adheres to medical administration deadlines.

  • Coordinate the submission of faculty annual reports, which includes organizing meetings between the Department Head and each faculty member, troubleshooting assistance with the online process, and the collection and compilation of reports and CVs.

  • Coordinate the administrative aspects and organize special events for the Department, such as the annual Bruce Endowment Visiting Lectureship week, the annual Charles Sorbie Department of Surgery Faculty Research Day, the annual William Ersil Resident Research Day, the Dr. J. Hugh and Miriam McGuire Lectureship in Surgery, and other special events as assigned by the Department Head and the Manager. This includes inviting guests, advertising events, room reservations, organizing catering, dinners, and receptions, drafting Agendas, and distributing event materials.

  • Maintain and update the Department of Surgery’s monthly Faculty Call schedule with KHSC Switchboard.

  • Act as Department telecom representative, troubleshoot minor systems problems and provide technical support.

  • Provide administrative support for the monthly Department Meetings, including scheduling the meetings, sending calendar invitations, distributing meeting materials and preparing meeting minutes.

  • Provide administrative support to the Department of Surgery’s Quality Improvement & Patient Safety Committee, including the preparation of meeting minutes.

  • Provide administrative support to Surgery Divisions, as requested.

  • Provide support to other administrative positions within the Department as required.

REQUIRED QUALIFICATIONS:

  • Three-year Community College Diploma or Three-Year Bachelor Degree, or equivalent.

  • More than 2 years and up to and including 3 years of experience.

  • Knowledge of university structure, administrative and computing systems will be considered an asset.

  • Knowledge of University and Hospital policies and procedures considered an asset.

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

SPECIAL SKILLS:

  • Excellent written and oral communication and interpersonal skills in order to interact with faculty, staff, students, and visitors. Respond to inquiries in a professional and informative manner. Ability to maintain composure in stressful situations.

  • Sound judgment and sensitivity in maintaining strict confidentiality with materials and issues.

  • Organization and time management skills and an ability to juggle conflicting priorities and work under pressure with numerous interruptions and multiple deadlines.

  • Excellent computer skills. Proficiency with a variety of software applications i.e. Word, Excel, PeopleSoft. Ability to manage databases and cloud-based applications and ensure cybersecurity best practices. Ability to learn new software as necessary. Familiarity with Queen's mainframe environment will be considered an asset.

  • Proficiency in IT systems and tools, including trouble-shooting hardware issues. Ability to troubleshoot office equipment problems (i.e. scanner/photocopier).

  • Office management and administration skills in order to work with little supervision; prioritize and make independent decisions using a high degree of initiative.

  • Analytical and problem-solving skills, to help resolve administrative issues.

  • Writing and proofreading skills with emphasis on attention to detail.

  • High degree of initiative and ability to work independently and as part of a team.

DECISION MAKING:

  • Set priorities and determine which project requires the most attention, within inflexible time constraints.

  • Determine when to keep the Department Head and Department Manager apprised of deadlines, matters of urgency, and significant events.

  • Determine appropriate and accurate response to administrative inquiries and decide when new information calls for further action such as distribution or verification. Redirect to more senior staff or other individuals as required.

  • Decide how to distribute information, what method to use, and who to send it to.

  • Resolve daily administrative problems within guidelines as they arise, referring only unusual problems to more senior staff.

  • Determine formatting for simple to complex documents.

  • Make recommendations regarding office administration procedures; suggest and help implement changes.

  • Make scheduling decisions in association with department members. This may include rescheduling issues, room booking, equipment booking, etc.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen's is strongly committed to employment equity, diversity, and inclusion in the workplace and encourages applications from Black, racialized persons, Indigenous people, women, persons with disabilities, and 2SLGBTQI+ persons. In accordance with Canadian Immigration requirements, priority will be given to those who are legally eligible to work in Canada.

The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code, including those with disabilities. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at hradmin@queensu.ca.

Skills

Reference

417429

About Queen's University

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Queen's University is a prestigious Canadian institution located in Kingston, Ontario, known for its strong academic programs, vibrant campus life, and leading research in fields like engineering, business, and health sciences.