Administrative Assistant (Academic Affairs) (J1026-0754)

Queen's University; Kingston; On-site; CAD 52,000 - 70,000; Full time

Job summary

Queen's University in Kingston, Ontario is seeking an Administrative Assistant to provide senior-level administrative support to the Vice-Provost (Academic Affairs). The role manages complex schedules, prioritizes requests, coordinates meetings, events and committee work with confidentiality and tact.

Committed to equity, diversity, inclusion and Indigenization, the successful candidate works autonomously in a fast-paced environment, supporting the PVPA Professional Administrative Services Hub

Responsibilities

• Provide senior level administrative support to the Vice-Provost (Academic Affairs), by maintaining and managing the complex schedule for the Vice-Provost (Academic Affairs) to maximize the use of their time; screening, prioritizing and rearranging appointments; scheduling and deferring meetings; referring requests to the Manager, Professional Administrative Services Hub and others within the portfolio as appropriate.
• As a member of the PVPA Professional Administrative Services Hub, provide cross-portfolio administrative support and temporary coverage for executive offices and portfolio units during periods of peak workload, planned absences, vacancies, and special initiatives.
• Ensure critical and sensitive matters are prioritized and handled expeditiously based on in-depth knowledge of the Vice-Provost (Academic Affairs) and Provost’s Office priorities.
• Coordinate and prepare the Vice-Provost (Academic Affairs) briefing files for daily meetings which include background notes, biographical information, speaking notes, schedule of events, etc. Create and maintain a tracking system to support the day-to-day and future priorities of the Vice-Provost (Academic Affairs), ensuring that deadlines are met in a timely manner.
• Act as the primary contact for the Vice-Provost (Academic Affairs) regarding scheduling meetings and responds to enquiries on behalf of the Vice-Provost (Academic Affairs) internally and externally with limited direction.
• Contributes to the effective operation of the Professional Administrative Service Hub through collaborative service delivery and cross-training.
• Coordinate standing and ad hoc committees and working groups chaired by the leadership in the Office of the Provost. Duties include compiling and circulating agendas, preparing meeting materials, recording/distributing minutes, and following up on action items.
• As directed by the Vice-Provost (Academic Affairs) or Manager, Professional Administrative Services Hub, proactively follow up on all action items related to events and meetings. Ensure that documents and correspondence are prepared and distributed in a timely manner.
• Primary contact for the Provost’s Office, responsible for ensuring a positive, welcoming and inclusive environment and that all visitors to the Provost’s office are professionally received.
• Working closely with the Manager, Professional Administrative Services Hub, respond to or direct a wide range of inquiries (email, in-person and via phone) relating to the office filtering and triaging messages and proactively informing the Manager, Executive Director, Provost or Vice-Provost (Academic Affairs) of potential actions, issues, and problems, providing suggested responses when appropriate.
• Coordinate all logistical components for events hosted by the VPAA, including New Faculty Orientation Day, New Faculty Development Program, New Faculty Orientation, New Department Head Orientation, and Department Head leadership and development activities.
• Responsible for expense consolidation ensures the accurate processing, verification, and reconciliation of employee business travel expenses in accordance with institutional policies and financial controls.
• Maintain thorough knowledge of university policies and procedures, governance and administrative structure.
• Support and promote a culture of equity, diversity, inclusion and Indigenization in the workplace.
• Undertake other duties or special projects as required in support of the portfolio.

Job description

Job Summary

Reporting to the Manager, Professional Administrative Services Hub, Office of the Provost and Vice-Principal (Academic), the Administrative Assistant provides senior level administrative support to the Vice-Provost (Academic Affairs). As a member of the PVPA Professional Administrative Hub, also provides administrative support across the Office of the Provost and Vice-Principal (Academic) portfolio as operational needs require. The Administrative Assistant is responsible for managing the Vice-Provost (Academic Affairs)’s complex schedule and priorities, which requires an exceptional level of accuracy, good judgement and efficiency to act without consultation as required when the Vice-Provost (Academic Affairs) is unavailable. The Administrative Assistant contributes to the effective operation of the PVPA Professional Administrative Services Hub and the Office of the Provost and Vice-Principal (Academic), coordinating communications, meetings, records, events, and projects while providing professional, confidential, and responsive service to internal and external stakeholders.

Committed to equity, diversity, inclusion, and Indigenization, the Administrative Assistant functions with a high degree of autonomy, exceptional level of accuracy, good judgment, efficiency, and high degree of tact and discretion, while working in a fast-paced deadline driven environment. The Administrative Assistant is a highly visible, multifaceted position with significant impact on the effectiveness and reputation of the Provost’s Office.

Job Description

KEY RESPONSIBILITIES:

• Provide senior level administrative support to the Vice-Provost (Academic Affairs), by maintaining and managing the complex schedule for the Vice-Provost (Academic Affairs) to maximize the use of their time; screening, prioritizing and rearranging appointments; scheduling and deferring meetings; referring requests to the Manager, Professional Administrative Services Hub and others within the portfolio as appropriate.
• As a member of the PVPA Professional Administrative Services Hub, provide cross-portfolio administrative support and temporary coverage for executive offices and portfolio units during periods of peak workload, planned absences, vacancies, and special initiatives.
• Ensure critical and sensitive matters are prioritized and handled expeditiously based on in-depth knowledge of the Vice-Provost (Academic Affairs) and Provost’s Office priorities.
• Coordinate and prepare the Vice-Provost (Academic Affairs) briefing files for daily meetings which include background notes, biographical information, speaking notes, schedule of events, etc. Create and maintain a tracking system to support the day-to-day and future priorities of the Vice-Provost (Academic Affairs), ensuring that deadlines are met in a timely manner.
• Act as the primary contact for the Vice-Provost (Academic Affairs) regarding scheduling meetings and responds to enquiries on behalf of the Vice-Provost (Academic Affairs) internally and externally with limited direction.
• Contributes to the effective operation of the Professional Administrative Service Hub through collaborative service delivery and cross-training.
• Coordinate standing and ad hoc committees and working groups chaired by the leadership in the Office of the Provost. Duties include compiling and circulating agendas, preparing meeting materials, recording/distributing minutes, and following up on action items.
• As directed by the Vice-Provost (Academic Affairs) or Manager, Professional Administrative Services Hub, proactively follow up on all action items related to events and meetings. Ensure that documents and correspondence are prepared and distributed in a timely manner.
• Primary contact for the Provost’s Office, responsible for ensuring a positive, welcoming and inclusive environment and that all visitors to the Provost’s office are professionally received.
• Working closely with the Manager, Professional Administrative Services Hub, respond to or direct a wide range of inquiries (email, in-person and via phone) relating to the office filtering and triaging messages and proactively informing the Manager, Executive Director, Provost or Vice-Provost (Academic Affairs) of potential actions, issues, and problems, providing suggested responses when appropriate.
• Coordinate all logistical components for events hosted by the VPAA, including New Faculty Orientation Day, New Faculty Development Program, New Faculty Orientation, New Department Head Orientation, and Department Head leadership and development activities.
• Responsible for expense consolidation ensures the accurate processing, verification, and reconciliation of employee business travel expenses in accordance with institutional policies and financial controls.
• Maintain thorough knowledge of university policies and procedures, governance and administrative structure.
• Support and promote a culture of equity, diversity, inclusion and Indigenization in the workplace.
• Undertake other duties or special projects as required in support of the portfolio.