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Competition Number: J0425-0906

Position Title: Facilities and Research Administrator

Position Number (Final): 00508237

Employee Group: Research, Grant & Contract

Job Category: Administrative

Department or Area: Pathology & Molecular Medicine

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

Salary: $50,578.00 - $61,680.00/Year

Grade: 06 Review Salary Information Here

Hours per Week: 35

Job Type: Term

Length of term: 3 years

Shift: 7 Monday - Friday

Number Of Positions: 1

Date Posted: May 5, 2025

Closing Date: May 19, 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

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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.

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Job Summary

Reporting to the Administrative Manager, the Facilities and Research Administrator will perform a wide array of duties in the department of Pathology & Molecular Medicine. The incumbent is responsible for managing building operations and supporting research administration within the department. Key duties include overseeing building maintenance by reporting and addressing issues, tracking equipment, handling disposal and e-waste requests, and conducting daily walkthroughs. This role also serves as the point of contact for building access and will work closely and communicate with the departmental safety officer, facilities, custodial services, and department members.

The administrator will support with grant applications, reassigning research funds, space planning, core facilities journaling and the research committee. Additionally, the incumbent will act as the departmental timekeeper and provide reception services.

Job Description

KEY RESPONSIBILITIES:

• First point of administrative contact for Richardson Laboratory’s shared facilities (ie. autoclave, freezers, liquid nitrogen) and building related issues/needs by reporting, providing information and feedback to resolve issues that arise. This includes liaising with responsible units at Queen’s (e.g., Facilities, Security, and ITS), coordinating and circulating notices of shutdown, ordering office supplies and furniture and lab equipment and supplies as required, equipment tracking/disposal, space tracking, e-waste and FIXIT requests, managing the building access system and overseeing access for faculty, staff and students.
• Provide support for maintenance of lab equipment/shared facilities by arranging service by manufacturer and negotiating renewal of contracts, as required.
• Create POs for department relating to research and office equipment.
• Under the direction of the Lead Finance and Research Administrative Coordinator and in accordance with university policies and procedures, provide administrative support for financial functions related to research projects and core facilities.
• Provide administrative support with grant applications.
• Provide support for human resources related functions for research staff and faculty.
• Act as departmental timekeeper (after receiving appropriate senior staff approval), including calculating, recording vacation, leave and lieu time, and maintaining a departmental tracking mechanism.
• Ensure the work environment is maintained to a standard of professional presentation for researchers, students, and visitors. Work closely with the Departmental Safety Officer to ensure a safe environment.
• Provide administrative support for the Departmental research committee and space planning including scheduling meetings, preparing agendas and minutes, maintaining records and moving action items forward.
• Receive and sign for packages and mail, and distribute in a timely manner and manage internal room bookings, including audio-visual equipment signout, as part of shared reception duties.
• Perform other duties as assigned in support of the department.
  
  

Required Qualifications

• University degree or three-year diploma in a related program.
• Minimum of 2-3 years of relevant experience. Experience in facilities, research or administration is considered an asset.
• Proficiency with computers including advanced knowledge of Microsoft office, adobe and a variety of software packages with the ability to adapt to emerging technology and systems.
• Familiarity with AcQuire, FAST, TRAQ, and PeopleSoft, an asset.
• Sound knowledge of bookkeeping, combined with an ability to synthesize and organize financial information.
• Knowledge of HR related legislation, policies and best practices.
• Knowledge of university structure and procedures is considered an asset.
• Certification in Biosafety training and/or radiation safety is considered an asset.
• Consideration may be given to an equivalent combination of education and experience.
  
  

Special Skills

• Excellent interpersonal and communication skills (both verbal and written) to interact with a diverse variety of individuals in a professional and clear manner.
• Ability to take initiative and responsibility for projects from beginning to completion.
• Ability to work in a confidential and team environment with a service-oriented perspective.
• Demonstrates the ability to proactively seek guidance and input from managers and colleagues when necessary.
• Willingness to learn new software programs as required and ability to keep up with changing technology and policies.
• Strong organizational and time management skills, including an ability to balance conflicting priorities and work under pressure with numerous interruptions
  
  

Decision Making

• Decide on how to deal with new information at hand. Recognize urgent requests and prioritize accordingly. Provide follow-up as necessary, ensuring matters are handled to successful conclusion.
• Balance a structured schedule focused on prioritized, long-term tasks with flexibility to address emerging needs and inquiries as they arise.
• Schedule and coordinate facility maintenance and shutdowns with the research labs / department members. Communicate effectively with all parties and post notices.
• Determine a routine for dealing with and protecting confidential and sensitive information.
• Decide how to disseminate information (including, content and formatting of documents, correspondence and reports), what method to use, and who to send it to while ensuring to meet professional standards of the department.
• 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 hradmin@queensu.ca.

Are you interested in this job?

• Seniority level
  Mid-Senior level

• Employment type
  Full-time

• Job function
  Administrative
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