Administrative Assistant to the Dept. Head

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Administrative Assistant to the Dept. Head

Competition Number: J0125-0306

Position Title: Administrative Assistant to the Dept. Head

Position Number (Final) : 00506287

Employee Group: Research, Grant & Contract

About Queen's University

Queen’s University is the Canadian research intensive university with a transformative student learning experience. 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.

Job Summary

Reporting to the Associate Director, Administration, Initiatives, and Operations (‘AD’) and working closely with the Department Head, the Administrative Assistant provides a broad range of executive-level support to ensure that communications, interactions, and administrative support are managed proficiently and delivered with the highest standards of excellence, confidentiality, and professionalism across all areas of the department.

Job Description

KEY RESPONSIBILITIES:
• Provides administrative support to the Department Head and AD, managing their busy and complex schedules.
• Arranges and coordinates travel on behalf of the Department Head.
• Prepares correspondence on behalf of the Department Head with limited direction.
• Keeps the Department Head and AD apprised of deadlines and urgent matters.
• Acts as a primary contact for the Department Head and AD, responding to inquiries.
• Develops and implements department-wide communications and process improvements.
• Coordinates the annual faculty review process and hospital reappointment process.
• Evaluates departmental, administrative, and financial systems and procedures.
• Develops and maintains a yearly calendar of events and meetings for the department.
• Advises the Department Head and faculty members on university policies.
• Organizes logistics for guest lectures and events.
• Provides administrative support including photocopying, scanning, and ordering supplies.
• Coordinates department initiatives and special reviews.
• Promotes a positive work environment that supports a culture of diversity.
• Conducts other duties in support of the department as required.

REQUIRED QUALIFICATIONS:
• 3-year post-secondary degree in a relevant field.
• Several years (5+ minimum) of experience in a progressive senior/executive administrative role.
• Ability to work with management levels across institutions.
• Experience coordinating and drafting communications.
• Extensive knowledge of university/faculty structures is considered an asset.

SPECIAL SKILLS:
• Strong attention to detail and ability to handle sensitive matters.
• Highly organized and able to undertake diverse responsibilities.
• Strong communication and interpersonal skills.
• Analytical, interpretive, and problem-solving skills.
• Strong ability to work independently and be self-directed.

DECISION MAKING:
• Determines when and how to respond on behalf of the Department Head.
• Determines appropriate travel and logistical arrangements required.
• Assists with workloads with other administrative staff.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen’s is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Aboriginal Peoples, persons with disabilities, and persons of any sexual orientation or gender identity.