Administrative Assistant to the Associate Vice-Principal (J0926-0034)

Queen's University; Kingston; On-site; CAD 42,000 - 54,000; Full time

Job summary

Queen’s University in Kingston, Ontario is seeking an Administrative Assistant to the Associate Vice-Principal (Indigenous Initiatives and Reconciliation). This senior administrative role requires managing the complex schedule, handling confidential information, and coordinating communications with internal and external stakeholders.

The successful candidate will work autonomously, uphold equity and inclusion commitments, coordinate committees, prepare briefing materials and meeting minutes, and

Qualifications

• Provide senior level administrative support experience
• Strong calendar management and prioritization skills
• Excellent written and verbal communication abilities
• Discretion and confidentiality in handling information

Responsibilities

• Provide senior level administrative support to the Associate Vice-Principal, managing complex schedule and prioritizing appointments
• Coordinate and prepare briefing files for daily meetings, including notes and speaking points
• Create and maintain tracking systems for day-to-day and future priorities
• Act as primary contact for scheduling meetings and responding to inquiries
• Support the Office of Indigenous Initiatives’ operations and projects as needed
• Coordinate committees, prepare materials, record minutes, and follow up on actions
• Proactively follow up on actions related to events and meetings; distribute documents timely

Job description

Job Summary

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.

Job Description

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.