Human Resources

Human Resources

Human Resources

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Human Resources/Administrative Coordinator

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Competition Number: J1021-0092
Position Title: Human Resources/Administrative Coordinator
Employee Group: Support Staff
Job Category: Administrative
Department or Area: Financial Services
Location: Kingston, Ontario, Canada
Salary: $55,670.00/Year
Grade: 07
Hours per Week: 35
Job Type: Permanent (Continuing)
Shift: 7 Monday - Friday
Number Of Positions: 1
Date Posted: October 8, 2021
Closing Date: October 21, 2021

COVID 19 On-Campus Requirements

The Queen’s University Policy Regarding Mandatory Vaccination Requirements for In-person University Activities requires ALL Community Members, including employees, to be Fully Vaccinated against COVID-19 prior to participating in any In-person University Activities. This is a condition of employment for all employees who are required to attend University Property to perform their employment responsibilities. Individuals who cannot be vaccinated due to substantiated grounds (medical and other protected grounds under the Ontario Human Rights Code) may ask the University to validate the exemption and request an accommodation for these rare circumstances. If approved, they will be subject to additional health and safety measures.

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.

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Job Summary

JOB SUMMARY:
Reporting to the Controller, the Administrative Coordinator is responsible for providing organizational, administrative and secretarial support for the Controller and Financial Services Department more broadly, and for contributing to the smooth and efficient operation of the office. This sometimes requires decisions and actions being taken without consultation when the Controller is unavailable. The Administrative Coordinator must function with a high level of accuracy, good judgement and efficiency. This position is highly visible and contributes to the overall effectiveness and reputation of the Financial Services Department. The Administrative Coordinator will be required to liaise with a number of stakeholder in the University community, on administrative and governance levels, and also with the wider Kingston community. Due to the complexity of managing the Controller’s time and priorities, as well as coordinating human resources support for the entire portfolio of the Associate Vice-Principal (Finance), the incumbent is required to demonstrate effective judgment and efficiency while maintaining an exceptional level of accuracy.

Job Description

KEY RESPONSIBILITIES:
• Provide administrative support to the Controller; plan and maintain the schedule for the Controller to maximize the use of their time during an extended workday and occasionally over weekends; screen, prioritize and rearrange appointments; schedule and defer meetings; refer requests to others within Financial Services. Co-ordinate and provide support for meetings; prepare and circulate notices, agendas, background materials; book rooms; provide equipment. Ensure that the Controller has received the relevant materials and is prepared for all meetings to be attended.
• Ensure the timely flow of information related to correspondence/enquiries for the Controller; maintain an effective system to bring forward documents and correspondence for reply, agenda items for meetings, reports for comment, etc.; some of which is of a confidential nature.
• Provide administrative support to the Financial Services Department including scheduling meetings, providing logistical support, etc. Monitor incoming departmental emails, communication and distribute as appropriate and provide backup reception duties for Financial Services.
• Coordinate work load of receptionist, including delegating tasks as required. Promote and provide a high quality of service to the campus and the community.
• Participate in administrative planning and development of procedures or policies.
• Monitor storage within the office and coordinate shipment of documents to storage facility as appropriate and required.
• Provides confidential human resources support for the portfolio of the Associate Vice-Principal (Finance) by reviewing and updating position summaries, coordinating job postings with Human Resources, participating in the screening and interviewing process, providing input in staff selections when required, and assisting with the hiring process by initiating and completing required documentation, ensuring data is inputted into PeopleSoft and liaising with candidates and Human Resources when needed.
• Liaises with Human Resources to coordinate training and facilitate department’s understanding of employment standards, human resource procedures and requirements, union agreements, professional development opportunities and/or university policies. Ensures all departments within this portfolio human resources activities, adhere to applicable collective agreements and University policies or procedures.
• Administer departmental accounts; coordinate financial processes, process financial transactions and maintain accurate records; prepare cheque requisitions, monitor accounts.
• Prepare and process travel and other expense requisitions, employment requisitions.
• Co-ordinate physical services for the department; equipment maintenance; ensure the provision of office supplies, computers, equipment and furnishings for the office.
• Serve as departmental safety officer. Responsible for safety programs and ensuring that regulations and safety procedures are followed. Act as main communications link between the Department of Environmental Health & Safety.
• Serve as the departmental telecommunications officer.

REQUIRED QUALIFICATIONS:
• University degree or Three-year post-secondary program, preferably in Business.
• A minimum of five years related experience in a high-volume administrative role.
• Familiarity with a broad range of policies and procedures in the University.
• Comprehensive knowledge of the University’s structure, procedures, policies and regulations and applicable collective agreements considered an asset.
• Experience coordinating financial processes, reconciling departmental accounts and monitoring budgets.
• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:
• Respect diversity and promote inclusion in the workplace.
• The initiative and ability to work independently and under pressure, solve problems, set priorities, meet deadlines, and maintain confidentiality; manage conflicting responsibilities.
• Excellent communications skills, both oral and written, the ability to respond to sensitive and / or controversial situations with sensitivity and good judgment.
• Ability to promote and foster a diverse team environment. Sensitivity to issues affecting performance of staff. Commitment to employee development and safety.
• Ability to interact professionally and effectively with all levels of individuals internal and external to the University.
• Strong organizational and administrative skills to cope successfully with a high volume of work and to provide support for a variety of ongoing projects.
• Ability to maintain focus and high level of work performance in a multi-tasking, highly intensive office environment with competing demands and frequent interruption.
• Ability to think independently and analytically. Ability to examine a number of alternative possibilities and arrive at the best solution.
• High level of attention to detail and accuracy with strong analytical, interpretive and problem-solving skills.
• Strong computer and office skills, including word processing, spreadsheet, and database management. Ability to adapt to changing technology and implement new developments to increase productivity.

DECISION MAKING:
• Frequent decisions regarding management of the Controller’s schedule, including the urgency of a request, the possibility of delegating the request, using judgement to schedule/reschedule appointments in response to unexpected events.
• Handling and / or referral of incoming correspondence and phone calls to the appropriate individual for follow-up, particularly those which are time or content sensitive.
• Determines content of correspondence and other documents composed for signature.
• Daily operation decisions; resolve problems associated with the office as they arise.
• Decide how new information or changes will affect the functioning of the department; recommend changes to policy or procedure as required.
• Determine priorities within time constraints.
• Works closely with leadership team to ensure appropriate documentation and coordination of activities within department.

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 applicants with disabilities, including accommodation that takes into account an applicant's accessibility needs. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at hradmin@queensu.ca.

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