Departmental Assistant

Queen's University; Kingston; On-site; CAD 40,000 - 60,000; Full time

Job summary

An established institution seeks a dedicated Departmental Assistant to provide vital administrative and organizational support. This role involves managing correspondence, scheduling, and coordinating events while ensuring accurate financial reporting. The ideal candidate thrives in a fast-paced environment, demonstrating exceptional judgment and efficiency in handling sensitive information. Join a team committed to equity, diversity, and inclusion, and contribute to the overall success of the department in a role that is both challenging and rewarding.

Qualifications

• Experience in administrative roles with a focus on client service.
• Proficient in general accounting and bookkeeping tasks.

Responsibilities

• Act as the first point of contact for the department and manage inquiries.
• Coordinate meetings, prepare materials, and maintain files.

Skills

Administrative Support

Accounting

Event Coordination

Communication

Time Management

Education

Three-year Community College Diploma

Three-Year Bachelor Degree

Tools

Microsoft Office Suite

Database Management Systems

Job description

A Brief OverviewReporting to the Executive Assistant to the Vice-Provost and Dean of Student Affairs, and taking direction from the Executive Director and Executive Director, Finance and Administration, the Departmental Assistant is responsible for providing day-to-day administrative, organizational and financial support to the Office of the Vice-Provost and Dean of Student Affairs.The Departmental Assistant will perform reception duties, prepare and update sensitive materials and correspondence, coordinate events, conferences, and meetings; perform complex scheduling, order office and IT supplies, and act as the office timekeeper, Health and Safety Rep and IT Admin Rep. In addition, the Departmental Assistant is responsible for maintaining several databases and filing systems, as well as organizing and disseminating information to assist with the overall functioning of the office.Committed to Indigenization, equity, diversity, inclusion, anti-racism, and accessibility, the Departmental Assistant is client- focused, and thrives while working in a high profile and fast-paced work environment where there is regular exposure to sensitive and confidential information and student information. The Departmental Assistant acts with initiative, and functions with an exceptional level of accuracy, good judgement and efficiency, and is responsible for making quick decisions, consulting with other administrators and staff, as needed.This position acts as the first point of contact for the department and frontline resource and contact person for senior staff. This position responds to inquiries on behalf of senior staff, manages correspondence and calendars, and makes travel arrangements. This position is responsible for schedule management, organizing and coordinating meetings and conferences, and responding to inquiries. This position also performs general accounting and bookkeeping duties including accounts payable, accounts receivable, and expense reimbursements.

What you will do

• • Acts as the first point of contact for the department and frontline resource and contact person for senior staff.

• • Responds to inquiries on behalf of senior staff, manages correspondence and calendars, and makes travel arrangements.

• • Prepares and distributes correspondence, documents, and/or reports, and maintains files.

• • Plans and coordinates meetings, prepares materials, and records and distributes minutes.

• • Performs general accounting and bookkeeping duties including accounts payable, accounts receivable, and expense reimbursements.

• • Generates financial reports for the department and/or unit.

• • Coordinates conferences and special events hosted by the department and/or unit.

• • Maintains and updates the department website, social media channels and other electronic systems content.

• • Co-ordinates maintenance requests.

• 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.

Required Licenses and Certifications

• • Satisfactory Criminal Records Check required.

• Vulnerable Sector Screening required.

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