Programs Assistant (J0726-0276)

Queen's University; Kingston; On-site; CAD 55,000 - 75,000; Full time

Job summary

Queen's University in Kingston, Ontario seeks a Programs Assistant to provide administrative and planning support for major research portfolio initiatives. You will assist with project coordination, stakeholder communications, reporting, scheduling, and event logistics, while preparing and organizing critical information for meetings and staff briefings.

The role includes coordinating schedules, maintaining records, and supporting the administrative needs of senior staff.

Qualifications

• Experience providing administrative support to senior staff.
• Strong organizational and time-management skills.
• Excellent written and verbal communication abilities.

Responsibilities

• Provide administrative and planning support to senior staff; proof and edit materials for distribution.
• Coordinate meetings, events, workshops, and appointments; prepare materials for meetings.
• Schedule senior staff and prioritize urgent matters for immediate attention.
• Create and maintain databases, records, and documentation; analyze data and prepare reports.
• Collect and organize documents for renewals, tenure, promotions, and staff appointments.
• Coordinate travel, technology, and logistical needs for meetings.
• Support program administration, reporting, and milestones for research initiatives.
• Assist in process improvements to enhance efficiency and service delivery.

Skills

Administrative support

Project coordination

Stakeholder communication

Data analysis

Report writing

Education

Bachelor's degree in a related field

Tools

MS Excel

MS Word

Job description

Job Summary

A Brief Overview The Programs Assistant plays an important role in supporting major research portfolio initiatives by providing administrative support for project coordination, stakeholder communications, reporting, scheduling, and event logistics. Through the efficient management of processes and day-to-day operations, the position helps strengthen the effectiveness of Queen's research administration, contributing to the successful delivery of research programs and initiatives that support research excellence across the university. This position provides administrative and planning assistance to senior staff to support operations. This position arranges meetings, special events, and appointments, assembles and prepares critical information for meetings, and follows up as required. This position coordinates schedules of senior staff, and determines relative priorities to ensure urgent/sensitive matters receive immediate attention. This positions also analyzes data, and prepares reports and statistics.

Job Description

What you will do

• Provides administrative and planning assistance to senior staff. Proofs and edits correspondence, briefing materials, reports and/or presentations for distribution.
• Provides operational coordination for the department including arranging meetings, special events, workshops and/or appointments, assembling and preparing critical information for meetings, and following up as required.
• Coordinates schedules of senior staff, determines relative priorities to ensure urgent/sensitive matters receive immediate attention.
• Creates and/or maintains a variety of databases, records, files and/or documentation. Performs analysis, and prepares reports and statistics to support decision making, program administration and reporting requirements.
• Collects and prepares documentation, and maintains files for renewal, tenure and promotion, term adjuncts, post-doctoral fellows, visiting scholars, and casual staff.
• Coordinates activities of research initiatives, programs, projects and operational priorities.
• Coordinates travel, technology, briefing materials and logistical requirements for meetings.
• Coordinates research funding program administration, including application coordination, reporting activities, records management, and monitoring of program deliverables and milestones.
• Prepares, maintains, and organizes project documentation, records, templates, reports, and other administrative materials to support departmental operations and strategic initiatives.
• Participates in process improvement initiatives to enhance administrative efficiency, operational effectiveness, and service delivery.