Administrative Assistant, Academic HR

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.

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Job Summary
Reporting to the Associate Director, Staffing, the Administrative Assistant, Academic HR will provide organizational and administrative support in a professional and efficient manner for the academic HR (human resources) team within Queen’s Health Sciences (QHS). The incumbent will assist with staffing and HR processes related to academic appointments, renewals and related activities. The role will also provide support in the administration of academic appointments, employment data entry, auditing and records maintenance. The incumbent supports project coordination, prepares materials and correspondence, and assists with communications as needed. The role also helps maintain office systems, databases and online content, supporting the overall functioning of the team.

Job Description
KEY RESPONSIBILITIES:

• Assists with the administration of academic HR appointment processes, ensuring accuracy and confidentiality in alignment with university policies and procedures. This includes data entry, record updates and auditing of information in HR PeopleSoft, ensuring accuracy and compliance with university processes.

• Supports the coordination of committees, meetings and events, including scheduling, preparing materials, recording minutes and following up on action items as required.

• Organizes and maintains personnel files and office records, ensuring adherence with the University’s file retention and privacy policies.

• Provides general administrative support to the office, including managing correspondence, scheduling meetings, assisting with reports, and supporting projects as required.

• Assists with email and other communications, ensuring timely distribution and confidentiality. Initiates and drafts correspondence and email responses, as required.

• Organizes and maintains accessible electronic and hard copy filing systems in a timely manner. Utilizes and refines computer databases and/or filing systems to maintain accurate and organized data.

• Maintains and updates electronic databases, systems and online content.

• Assists with special projects by gathering and organizing information, preparing materials and providing general administrative support throughout the project.

• Provides back-up support to other staff within the office, as required, during high volume and vacation periods.

• Undertakes other duties and special projects as assigned in support of the office.

REQUIRED QUALIFICATIONS:

• Two-year community college diploma, preferably in business administration.

• Two or more years of previous relevant experience in a fast-paced, dynamic office or service environment.

• Knowledge of university structure and computing/financial/administrative systems is considered an asset.

• Experience with committee or event scheduling and coordination is considered an asset.

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

SPECIAL SKILLS:

• Respects diversity and promotes equity, inclusion and accessibility in the workplace.

• Excellent interpersonal and communications skills to deal with a wide variety of individuals in a professional manner and to provide clear and accurate information.

• Proficient computer and office skills, including a strong knowledge of Microsoft Office products (Word, Excel, Access). Experience creating and using spreadsheets and database applications, as well as an ability to learn new software.

• Excellent writing, editing, grammar and proofreading skills with an ability to pay attention to detail and accuracy.

• Ability to adhere to strict confidentiality and handle matters with tact and discretion.

• Strong organizational and time-management skills. Ability to establish priorities to work efficiently and effectively on own initiative under pressure of deadlines in an environment with frequent interruptions and multiple demands.

• Problem-solving skills, analytical skills, and good judgement in order to make the most of information at hand.

• A team-oriented approach, a service-oriented perspective and professionalism.

DECISION MAKING:

• Prioritize time and decide what the most important task is among several with competing deadlines.

• Respond to numerous inquiries and makes decisions about where to refer incoming requests to ensure the inquiries are handled promptly. Provide follow-up as necessary, ensuring matters are handled to successful conclusion.

• Make decisions regarding the dissemination of various types of sensitive and/or confidential information. Determine when to refer issues to senior staff or colleagues.

• Determine content and format of draft correspondence and minutes, ensuring it meets the standards of the department/unit.

• Decide on how to deal with new information at hand. Recognize urgent requests and prioritize information that needs to be dealt with immediately.

• Determine meeting logistics and decide how to rearrange schedules based on competing demands and availability.

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

• Make decisions to support committee function.

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

• Confidential Information Management

• Customer Service

Reference

426495