Departmental Assistant Queen's University

The Canadian Council for the Advancement of Education (CCAE); Kingston; On-site; CAD 42,000 - 56,000; Full time

Job summary

Queen's University Four Directions Indigenous Student Centre is seeking a Departmental Assistant to provide administrative, organizational and financial support to ensure smooth operation of the centre. Responsibilities include triaging inquiries, drafting correspondence, coordinating meetings, and handling payroll for casual staff.

The role requires a Two-Year Community College Diploma and relevant experience, with additional assets for experience with Indigenous groups and a satisfactory

Qualifications

• Two-Year Community College Diploma.
• More than 1 year up to 2 years of experience.
• Satisfactory Criminal Records Check required.
• Vulnerable Sector Screening required.

Responsibilities

• Act as the point of contact for the department including triaging requests for information, drafting correspondence, and coordinating meetings.
• Perform general accounting and bookkeeping activities including accounts payable, accounts receivable, invoices, requisitions, reconciliations, and expenses.
• Assist with planning and coordinating events, and maintain a calendar for booking conference rooms and classrooms.
• Order office supplies and equipment.
• Confirm and process expenses and reimbursements including procurement cards.
• Assign and maintain key system access.
• Provide back-up support to other administrative staff within the department.
• Administer all paperwork involved in hiring casual employees.
• Administer payroll for casual employees.
• Act as departmental timekeeper for casual payroll.
• Other duties as required in support of the department and/or unit.

Education

Two-Year Community College Diploma

Job description

A Brief Overview

This position is subject to the Interim Policy on Hiring of Indigenous Specific Positions. The interim policy can be found on the following link: https://www.queensu.ca/secretariat/policies/administration-and-operations/hiring-indigenous-specific-positions-interim-policy.

The Four Directions Indigenous Student Centre (FDISC) exists to enhance the development and wellbeing of the Queen’s University Indigenous Community. The Centre serves as a hub for the University’s implementation of Indigenous priorities, encouraging university stakeholders, including students, faculty, staff and senior administrators, to develop an awareness and appreciation of the Indigenous experience in Canada. In keeping with the teachings of the Four Directions, the Centre supports individual Indigenous students in balancing their academic, spiritual, physical and emotional needs. Reporting to the Director, Four Directions Indigenous Student Centre, the Departmental Assistant provides administrative, organizational, and financial support that contributes to the smooth and efficient functioning of Four Directions. Responsibilities also include financial transactions, timekeeping, support special projects, and support for the Director. The incumbent must have Indigenous ancestry and demonstrated connection with an Indigenous community and other Indigenous networks.

This position acts as the point of contact for the department including triaging requests for information, drafting correspondence, and coordinating meetings. This position assists with planning and coordinating various events, and maintains a calendar for booking conference rooms and classrooms. This position also performs general accounting and bookkeeping activities including accounts payable, accounts receivable, invoices, requisitions, reconciliations, and expenses.

What you will do

• Acts as the point of contact for the department including triaging requests for information, drafting correspondence, and coordinating meetings.
• Performs general accounting and bookkeeping activities including accounts payable, accounts receivable, invoices, requisitions, and reconciliations.
• Assists with planning and coordinating various events, and maintains a calendar for booking conference rooms and classrooms.
• Orders office supplies and equipment.
• Confirms and processes expenses and reimbursements including procurement cards.
• Assigns and maintains key system access.
• Provides back-up support to other administrative staff within the department.
• Administers all paperwork involved in hiring casual employees.
• Administers payroll for casual employees.
• Act as departmental timekeeper for casual payroll.
• Other duties as required in support of the department and/or unit.

Required Education

• Two-Year Community College Diploma.

Required Experience

• More than 1 year and up to and including 2 years of experience.
• Experience working with Indigenous groups considered an asset.

Required Licenses and Certifications

• Satisfactory Criminal Records Check required.

Vulnerable Sector Screening required.

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

Job Knowledge and Requirements

• Knowledge and insight of practical methods, techniques, and work processes that is typically acquired through a combination of technical training and/or work experience.
• Provide information that requires technical or administrative explanation or interpretation.
• Attempts to resolve a difficult or challenging interpersonal situation, or overcome resistance to gain cooperation, before referring to others.
• Manage own work effectively and follows through on commitments, using the available resources.
• May distribute work to deliver objectives on time and to the highest standard and help others access resources to support goal achievement.
• Resolve recurring problems and situations using established procedure and guidelines.
• Bring forward problems, obstacles or challenges to work completion in a timely manners so deadlines continue to be met.
• Break down concrete issues into parts and selects best solution from clear alternatives and past practices.

Acknowledge and respect diverse cultural traditions and beliefs.

Question attitudes, comments and behaviours which are discriminatory and seeks out appropriate resources to remove these from the workplace.