Administrative Assistant to the Associate Vice-Principal

Queen's University; Kingston; On-site; CAD 55,000 - 65,000; Full time

Job summary

Queen's University, Kingston, invites applications for an Administrative Assistant to the Associate Vice-Principal (Indigenous Initiatives and Reconciliation). You will provide senior-level administrative support, manage a complex schedule, and ensure confidential handling of information in a fast-paced environment.

You will liaise with university stakeholders and external partners, coordinate meetings and briefings, and support equity, diversity, inclusion and Indigenization efforts while

Qualifications

• Three-year post-secondary education with seven to ten years of senior administrative support experience.
• Indigenous citizenship required with knowledge of Indigenous protocols and communication styles.
• Experience in a fast-paced university environment with high confidentiality.

Responsibilities

• Provide senior level administrative support to the Associate Vice-Principal and manage the complex schedule.
• Coordinate briefing files, background notes and speaking notes for daily meetings.
• Organize and maintain a tracking system for day-to-day and future priorities.
• Respond to inquiries and act as primary contact for scheduling meetings.
• Support office operations, coordination of committees and meeting logistics.
• Contribute to equity, diversity, inclusion and Indigenization initiatives.
• Assist with special projects related to TRC task force recommendations.

Skills

Senior administrative support

Schedule management

Communication skills

Confidentiality

Education

Three-year post-secondary education + experience

Tools

Microsoft 365

Job description

Indigenous citizenship (First Nations, Métis, or Inuit) with demonstrated community involvement and strong knowledge of First Nation cultures, communities, customs, practices, and communication styles required. Applicants are required to provide information to verify their Indigenous citizenship in accordance with the Hiring of Indigenous Specific Positions policy. Additional information may be requested during the interview phase.

Reporting to the Associate Director, Office of Indigenous Initiatives (‘Associate Director’), the Administrative Assistant to the Associate Vice-Principal (‘Administrative Assistant’) is responsible for providing senior level organizational and administrative support to the Associate Vice-Principal (Indigenous Initiatives and Reconciliation) to ensure that communications, interactions and administrative support are managed with the highest standard of excellence, confidentiality and professionalism. The Administrative Assistant is responsible for managing the Associate Vice-Principal’s complex schedule and priorities, which requires an exceptional level of accuracy, good judgement and efficiency to take action without consultation as required when the Associate Vice-Principal is unavailable. The Administrative Assistant contributes to the smooth and efficient operation of the Office of Indigenous Initiatives and serves as a liaison with a number of stakeholders within the university community, as well as external stakeholders requiring strong communication, meeting coordination and support, record keeping, and strong event and project coordination.

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 Office of Indigenous Initiatives.

KEY RESPONSIBILITIES:

• Provide senior level administrative support to the Associate Vice-Principal, by maintaining and managing the complex schedule for the Associate Vice-Principal to maximize the use of their time; screening, prioritizing and rearranging appointments; scheduling and deferring meetings; referring requests to the Associate Director and others within the portfolio as appropriate.
• Ensure critical and sensitive matters are prioritized and handled expeditiously based on in-depth knowledge of the Associate Vice-Principal’s and Office of Indigenous Initiatives priorities.
• Coordinate and prepare the Associate Vice-Principal’s 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 Associate Vice-Principal, ensuring that deadlines are met in a timely manner.
• Act as the primary contact for the Associate Vice-Principal with regard to scheduling meetings and responds to enquiries on behalf of the Associate Vice-Principal internally and externally with limited direction.
• Provide support to the Associate Director as needed to support the effective functioning of the Office of Indigenous Initiatives.
• Coordinate standing and ad hoc committees and working groups chaired by the leadership in the Office of Indigenous Initiatives. Duties include compiling and circulating agendas, preparing meeting materials, recording/distributing minutes, and following up on action items.
• As directed by the Associate Vice-Principal or Associate Director, 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 Office of Indigenous Initiatives responsible for ensuring a positive, welcoming and inclusive environment and that all visitors to the Office of Indigenous Initiatives are professionally received. 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 Associate Director and/or Associate Vice-Principal of potential actions, issues, and problems, providing suggested responses when appropriate.
• Assists staff on special projects relating to the implementation of the recommendations of the Yakwanastahenteha Aankenjigemi, Extending the Rafters Truth and Reconciliation Commission (TRC) Task force final report at Queen’s University. Duties may include helping with preliminary research, gathering and organizing information into straightforward and useable formats, and working with other units, internally and externally, as required to complete the work.
• Triages and coordinates requests for Indigenous Cultural Services and requests for the Indigenous Visitorship Fund.
• Maintain thorough knowledge of university policies and procedures, governance and administrative structure.
• Coordinates administrative functions, including payment of invoices and procurement, for the Office of Indigenous Initiatives in collaboration with the Administrative Assistant for Planning & Budgeting.
• 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 department.

REQUIRED QUALIFICATIONS:

• Three-year post-secondary education at the College or University level, combined with seven to ten years of experience providing senior or executive-level administrative support in a high profile area of a university, is preferred.
• Demonstrated experience in a fast-paced, dynamic work environment, effectively managing the schedule, correspondence and priorities for an executive-level position within an environment with continuously shifting priorities and deadlines.
• Indigenous citizenship and strong knowledge of Indigenous protocols, practices, and communication styles required.
• Extensive knowledge of senior level office practices and the ability to anticipate, and respond to, the needs of senior management.
• Demonstrate a commitment to fostering a collaborative working and learning environment that celebrates diversity and inclusion.
• Knowledge of the university structure, procedures, policies, regulations and applicable collective agreements is preferred.
• Consideration will be given to an equivalent combination of education and experience.

SPECIAL SKILLS:

• Strong organization, time management and prioritization, with the ability to plan/coordinate multiple work initiatives effectively and within set timelines and prioritize the Associate Vice-Principal’s time demands with a high degree of independence.
• Superior interpersonal skills to effectively work with, and build, collaborative relationships with a diverse group of people, both internal and external to the University.
• Resourcefulness, with the ability to use networks to gather information/data to prepare briefs/summaries as required.
• Excellent written and verbal communication skills.
• Strong problem solving, discretion, judgement, and tact with an understanding of the acute sensitivity to the political environment and reputation of the Office of the Vice-Principal (Culture, Equity, and Inclusion) and Queen’s and an understanding of when to involve others in decision-making. Capable of maintaining strict confidentiality with an ability to recognize and handle confidential information in an appropriate manner.
• Service-oriented and capable of dealing with a wide variety of constituents in a professional, respectful manner. Ability to remain calm and professional in challenging, fast-paced circumstances.
• High level of attention to detail and accuracy.
• Advanced administrative skills, including the use of technology for information consolidation/distribution/reporting and data analysis.
• Ability to maintain a calm demeanor, focus and high level of work performance in a multi-tasking, highly intensive office environment with competing demands and frequent interruptions.
• Able to self-motivate and take independent initiative, with the ability to work within a team environment, and with minimal supervision.

DECISION MAKING:

• Frequent decisions regarding management of the Associate Vice-Principal’s schedule, including the urgency of a request, the feasibility of delegating the request to another individual or unit, rescheduling appointments, etc.
• Sound judgment in prioritizing meetings, calls and other issues related to the Associate Vice-Principal’s time management.
• Exercise discretion providing information over the phone, in correspondence, and in person to internal and external stakeholders.
• Manage incoming phone calls and emails to the office particularly those that may be sensitive or controversial. Makes decisions about the need to involve the Associate Director.
• Determine content of letters, memos and briefing files for the Associate Vice-Principal.
• Decide on most appropriate and efficient (and cost-efficient) arrangements for travel.