Administrative Coordinator - Kingston, Canada - Queen's University

Queen's University

Verified Company

Kingston, Canada

2 weeks ago

Posted by:

Sophia Lee

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Description

Administrative Coordinator

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.

Come work with us

Job Summary

A Brief Overview
Reporting to the School Manager, the Administrative Coordinator provides high-level administrative support to the Director and School Manager.

The incumbent is responsible for the Director's calendar management, including scheduling meetings, meeting preparation and ad hoc administrative support as required.

The incumbent is responsible for all administrative aspects of monthly School Meetings, including scheduling, agenda development, slide deck coordination and minute preparation.

The incumbent is the first point of contact for all faculty, adjunct and teaching fellow payroll and human resource inquiries, in addition to faculty recruitment support and manages contract submission for term adjuncts/teaching fellows as well as paperwork for additional duties and overloads.

The incumbent provides administrative support to the Appointments Committee and RTP Committee.

In additional to the above, the incumbent assists with planning and coordinating department events in conjunction with the Communications Coordinator.

This position provides administration, coordination and operational support for the department. This position schedules and prepares meetings, responds to inquiries, and initiates and prepares correspondence as required. This position also creates and maintains databases, analyzes data, and prepares reports and statistics.

The schedule for this position requires the incumbent to work variable hours, including regular attendance at early morning meetings.

Job Description:

What you will do Provides general administrative assistance to senior staff in the department. Responds to inquiries, and initiates and prepares correspondence as required.

Provides general office support to faculty and/or staff members by arranging meetings, special events, and appointments.

Prepares necessary background information required for meetings such as agendas, minutes, briefing notes and reference documents.
Schedules interviews and performance reviews for faculty and/or staff.

Creates and/or maintains a variety of databases. Performs analysis, and prepares reports and statistics.
Collects and prepares documentation, and maintains files for renewal, tenure and promotion, term adjuncts, postdoctoral fellows, visiting scholars, and casual staff.
Sets up spaces for meetings, programs and/or events, monitors videoconference delivery quality, and escalates problems to IT for resolution.
Coordinates requests for space booking.
Other duties as required in support of the department and/or unit.

Required Education

Threeyear Community College Diploma or Three-Year Bachelor Degree, or equivalent.

- in office administration preferred.

Required Experience

More than 2 years and up to and including 3 years of experience.
Experience with providing administrative support considered an asset (e.g., document editing, proofing, formatting and production, data entry, scheduling/coordinating meetings and/or travel arrangements, receiving/relaying messages, etc.).

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

Job Knowledge and Requirements

Practical and applied knowledge of specialized methods and processes that are typically acquired through a combination of technical or academic qualification and/or work experience.
Provide consultation and advice on nonstraightforward and/or complex issues.
Interaction with others typically requires interpersonal skills and the ability to understand and influence.
Adapt messages to meet the needs of the intended audience.
Build relationships, trust and credibility.
Manage own work and may train and review the work of casual employees, work study students and/or volunteers, to see commitments through to completion.
Contribute to setting work priorities and direction, supporting the team in achieving goals and objectives.
Participate in project team meetings and develop individual project plans.
Lead procedural or technological change within a unit.
Identify new problems and seek information and input to fully understand the cause of problems.
Identify opportunities to improve the effectiveness and efficiency of work processes.
Draw logical conclusions and provides opinions and recommendations.
Research equity, diversity, accessibility and inclusion resources and best practices relevant to the job and unit operations in order to inform evidencebased planning.
Commitment to principles of equity, divers