Administrative and Outreach Coordinator

Queen's University; Eastern Ontario; On-site; CAD 45,000 - 60,000; Full time

Job summary

A prestigious Canadian university in Kingston is seeking an Administrative Assistant to provide support to senior staff. The role involves coordination of schedules, database management, and event planning. Ideal candidates have strong organizational and interpersonal skills, and a commitment to diversity and inclusion. This full-time position offers an opportunity to contribute to a dynamic workplace.

Qualifications

• More than 2 years and up to 3 years of experience in a relevant role.
• Experience in managing/developing strategic communication plans considered an asset.
• Experience in payroll administration considered an asset.

Responsibilities

• Provides administrative and planning assistance to senior staff.
• Coordinates schedules of senior staff and prioritizes urgent matters.
• Creates and maintains databases while performing analysis and preparing reports.

Skills

Interpersonal skills

Analytical skills

Communication skills

Education

Three-year Community College Diploma or Bachelor Degree

Job description

COVID 19 On-Campus Requirements

Prior to May 1 2022 the University required all students, faculty, staff and visitors (including contractors) to declare their COVID-19 vaccination status and provide proof that they were fully vaccinated or had an approved accommodation to engage in in‑person University activities. These requirements were suspended effective May 1 2022 but the University may reinstate them at any point.

About Queens University

Queens 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, racialised/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

What you will do

• Provides administrative and planning assistance to senior staff. Proofs and edits correspondence for distribution.
• Provides operational coordination for the department including arranging meetings, special events and appointments, assembling and preparing critical information for meetings and following up as required.
• Coordinates schedules of senior staff, determines relative priorities to ensure urgent/sensitive matters receive immediate attention.
• Creates and/or maintains a variety of databases. Performs analysis and prepares reports and statistics.
• Collects and prepares documentation and maintains files for renewal, tenure and promotion, term adjuncts, post‑doctoral fellows, visiting scholars and casual staff.
• Directs, allocates and supervises the work of other staff.
• Assists set‑up of endowment and expendable trust accounts with donors and Advancement.
• Oversees the creation and maintenance of news items on the departmental website.
• Maintains department website and assists with social media content.
• Produces newsletters and other publications.
• Prepares and maintains thank‑you letter inventory for donors.
• Other duties as required in support of the department and/or unit.

Required Education

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

Required Experience

• More than 2 years and up to and including 3 years of experience.
• Experience in managing/developing strategic communication plans considered an asset.
• Experience in payroll administration considered an asset.
• Experience planning, coordinating and/or managing events or promotions considered an asset.

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

Job Knowledge and Requirements

• Practical and applied knowledge of specialised methods and processes that are typically acquired through a combination of technical or academic qualification and/or work experience.
• Provide consultation and advice on non‑straightforward and/or complex issues.
• Interaction with others requires interpersonal skills and the ability to understand and influence.
• Adapt messages to meet the needs of the intended audience.
• Build relationships, trust and credibility.
• Manage own work, train and review the work of the team to see commitments through to completion.
• Set work priorities and direction supporting the team in achieving goals and objectives.
• Participate in project team meetings and develop team project plans.
• Lead procedural or technological change within a unit.
• Identify new problems and seek information and input to fully understand the cause of problems.
• Identify opportunities to improve the effectiveness and efficiency of work processes.
• Draw logical conclusions and provide opinions and recommendations.
• Research equity, diversity, accessibility and inclusion resources and best practices relevant to the job and unit operations in order to inform evidence‑based planning.
• Commitment to principles of equity, diversity, accessibility, inclusion, indigenization and human rights for equity‑deserving groups.
• Assess the suitability of job candidates and recommend the most appropriate person for hire.
• Monitor and assess output and the quality of work from team members and recommend need for formal training or development plans to management and identify possible performance and/or disciplinary issues.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queens is strongly committed to employment equity, diversity and inclusion in the workplace and encourages applications from Black, racialised persons, Indigenous people, women, persons with disabilities and 2SLGBTQI. According to 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.

Employment Type: Full‑Time

Vacancy: 1