Administrative Assistant to the Office of the CFAO

Queen's Student Alumni Association; Kingston; On-site; CAD 30,000 - 60,000; Full time

Job description

Administrative Assistant to the Office of the CFAO

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Competition Number: J0425-0690

Position Title: Administrative Assistant to the Office of the CFAO

Position Number (Final): 00123884

Employee Group: Support Staff

Job Category: Administrative

Department or Area: Queen's Health Sciences

Location: Kingston, Ontario, Canada (On-site)

Salary: $57,357.00 - $69,938.00/Year

Grade: 07 Review Salary Information Here

Hours per Week: 35

Job Type: Term

Length of term: 20 months

Shift: 7 Monday - Friday

Number Of Positions: 1

Date Posted: May 5, 2025

Closing Date: May 20, 2025

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COVID 19 On-Campus Requirements

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to declare their COVID-19 vaccination status and provide proof that they were fully vaccinated or had an approved accommodation to engage in in-person University activities. These requirements were suspended effective May 1, 2022, but the University may reinstate them at any point.

About Queen's University

Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.

We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.

Come work with us!

Job Summary

Reporting to the Director of Operations and taking direction from the Dean’s Executive Assistant, the Administrative Assistant is responsible for providing senior level organizational and administrative support to the Offices of the Dean and Chief Financial and Administrative Officer (CFAO) 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 complex schedules and priorities, which requires an exceptional level of accuracy, good judgement and efficiency. The Administrative Assistant contributes to the smooth and efficient operation of the Decanal and CFAO teams within the Health Sciences’ Office 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. The Administrative Assistant is expected to act with initiative, make decisions independently, work collectively and consult with the Faculty of Health Sciences administrators and staff as required.

The schedule for this position requires the incumbent to work flexible hours, including early mornings and evenings on occasion to support area needs.

Job Description

KEY RESPONSIBILITIES:

• Provide senior level administrative support to the Decanal and CFAO Team by maintaining and managing the complex schedules to maximize the use of their time; screening, prioritizing and rearranging appointments; scheduling and deferring meetings; referring requests to the Manager and others within the portfolio as appropriate.
• Ensure critical and sensitive matters are prioritized and handled expeditiously based on in-depth knowledge of the VPTL’s and Provost’s Office priorities..
• Maintain an effective system to bring forward necessary documents and correspondence for reply, agenda items for meetings, reports for comment or dissemination and ensures members of the Decanal and CFAO Team are properly prepared and briefed for meetings, ensuring that any necessary follow-up is completed. Maintain topical, as well as chronological files for the Office.
• A primary contact for the Decanal and CFAO team responsible for ensuring a positive, welcoming and inclusive environment and that all visitors to the office 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 Manager, senior administration or colleagues of potential actions, issues, and problems, providing suggested responses when appropriate.
• Back up to the Dean’s EA and provides coverage during their absence.
• Support and promote a culture of equity, diversity, inclusion and Indigenization in the workplace.
• Arrange meetings, conferences and events. This includes advertising events, room reservations, teleconferences, organizing catering, dinners and receptions, paying travel claims, and expenses of invited guests.
• Aid in administering special projects in support of the Office; help plan and implement the yearly calendar of events; create and maintain databases for events.
• Arrange and coordinate all travel and accommodation to national/international destinations in connection with administrative and research activities for members of the Decanal Team and/or delegates.
• Perform financial duties in support of any function or special project sponsored by the Office. This includes preparing travel expenses, claims, paying invoices, ordering supplies, keeping records and paying invoices for all books, memberships and journals ordered for members of the Decanal Team or any bills that directly involve the Office.
• Maintain thorough knowledge of university policies and procedures, governance and administrative structure
• Undertake other duties and/or special projects as assigned in support of the Office.
  
  

Required Qualifications

• University degree or three-year post-secondary education in office administration.
• 3-5 years of relevant experience providing administrative support at a senior level in a demanding office environment.
• 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.
• 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.
• Comprehensive knowledge of the Faculty of Health Sciences, relevant collective agreements, university policies, procedures, financial/computing systems and the organizational structure.
• Consideration may be given to an equivalent combination of education and experience.
  
  

Special Skills

• Respect diversity and promote equity, inclusion and accessibility in the workplace.
• Ability to work in a confidential, high-pressure environment and to independently make decisions and set priorities to juggle many conflicting tasks.
• Ability to respond diplomatically and sensitively using good judgment in difficult situations, and to interact professionally with all levels, internal and external to the University.
• Superior interpersonal and communications skills (both verbal and written) to deal with a wide variety of individuals in a professional manner and to provide clear and accurate information.
• Able to self-motivate and take independent initiative, with the ability to work within a team environment, and with minimal supervision.
• Strong organization, time management and prioritization, with the ability to plan/coordinate multiple work initiatives effectively and within set timelines. Provide support for ongoing projects from beginning to completion.
• Analytical, interpretive and problem-solving skills to help resolve administrative problems and maximize efficiency.
• Advanced administrative skills. Proficient in the use of word processing, spreadsheet and database software. Ability to adapt to the implementation of new technologies.
• Resourcefulness and creativity, with a high level of attention to detail and accuracy.
  
  

Decision Making

• Prioritize work and time and decide most important tasks among several to meet deadlines. Assess workload to discuss any necessary support required from senior staff.
• Frequent decisions regarding the management of the Decanal and CFOA teams’ schedules, including the urgency of a request, the feasibility of delegating the request to another individual or unit, rescheduling appointments, etc.
• Handle and/or refer incoming correspondence and phone calls to the appropriate individual for follow-up, particularly those, which are, time or content sensitive.
• Judge which inquiries to refer to the Director or senior leadership member, which to refer to other staff, and which to handle to completion.
• Make daily operation decisions and resolve administrative problems within guidelines. Answer queries and produce and distribute information material. Refer more complex problems to more senior staff.
• Decide when new information requires further action, such as distribution or verification.
• Make recommendations regarding office administration procedures; suggest and help implement changes.
  
  

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen’s is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Aboriginal Peoples, persons with disabilities, and persons of any sexual orientation or gender identity. In accordance with Canadian Immigration requirements, priority will be given to Canadian citizens and permanent residents.

The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code, including those with disabilities. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at [e-mail].

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