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Departmental Assistant

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Competition Number: J0123-0695
Position Title: Departmental Assistant
Employee Group: Support Staff - USW Local 2010
Job Category: Administrative
Department or Area: Student Affairs
Location: Kingston, Ontario, Canada
Salary: $49,581.00/Year
Grade: 06
Hours per Week: 35
Job Type: Term
Length of term: 3 years
Shift: 7 Monday - Friday
Number Of Positions: 1
Date Posted: January 17, 2023
Closing Date: January 31, 2023

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.

Come work with us!

Job Summary


A Brief Overview
Reporting to the Executive Assistant to the Vice-Provost and Dean of Student Affairs, and taking direction from the Executive Director and Executive Director, Finance and Administration, the Departmental Assistant is responsible for providing day-to-day administrative, organizational and financial support to the Office of the Vice-Provost and Dean of Student Affairs.

The Departmental Assistant will perform reception duties, prepare and update sensitive materials and correspondence, coordinate events, conferences, and meetings; perform complex scheduling, order office and IT supplies, and act as the office timekeeper, Health and Safety Rep and IT Admin Rep. In addition, the Departmental Assistant is responsible for maintaining several databases and filing systems, as well as organizing and disseminating information to assist with the overall functioning of the office.

Committed to Indigenization, equity, diversity, inclusion, anti-racism, and accessibility, the Departmental Assistant is client- focused, and thrives while working in a high profile and fast-paced work environment where there is regular exposure to sensitive and confidential information and student information. The Departmental Assistant acts with initiative, and functions with an exceptional level of accuracy, good judgement and efficiency, and is responsible for making quick decisions, consulting with other administrators and staff, as needed.This position acts as the first point of contact for the department and frontline resource and contact person for senior staff. This position responds to inquiries on behalf of senior staff, manages correspondence and calendars, and makes travel arrangements. This position is responsible for schedule management, organizing and coordinating meetings and conferences, and responding to inquiries. This position also performs general accounting and bookkeeping duties including accounts payable, accounts receivable, and expense reimbursements.

Job Description

What you will do

  • Acts as the first point of contact for the department and frontline resource and contact person for senior staff.

  • Responds to inquiries on behalf of senior staff, manages correspondence and calendars, and makes travel arrangements.

  • Prepares and distributes correspondence, documents, and/or reports, and maintains files.

  • Plans and coordinates meetings, prepares materials, and records and distributes minutes.

  • Performs general accounting and bookkeeping duties including accounts payable, accounts receivable, and expense reimbursements.

  • Generates financial reports for the department and/or unit.
  • Coordinates conferences and special events hosted by the department and/or unit.

  • Maintains and updates the department website, social media channels and other electronic systems content.

  • Co-ordinates maintenance requests.

  • Other duties as required in support of the department and/or unit.
Required Education
  • Three-year Community College Diploma or Three-Year Bachelor Degree, or equivalent.
    Required Experience
    • More than 2 years and up to and including 3 years of experience.
      Required Licenses and Certifications
      • Satisfactory Criminal Records Check required.

      • Vulnerable Sector Screening required.

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

      Job Knowledge and Requirements
      • Knowledge and insight of practical methods, techniques, and work processes that is typically acquired through a combination of technical training and/or substantial work experience.

      • Provide information to others that requires technical or administrative explanation or interpretation.

      • Attempts to resolve a difficult or challenging interpersonal situation, or overcome resistance to gain.

      • Adapt messages to meet the needs of the intended audience.

      • 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.

      • Participate in project team meetings and is involved in developing individual and team project plans.

      • Identify new problems and seeks information and input to fully understand the cause

      • Identify opportunities to improve the effectiveness and efficiency of work processes.

      • Break down concrete issues into parts and synthesizes information succinctly.

      • Respect diversity and promotes inclusion in the workplace.

      • Awareness of relevant legislation, including Employment Equity, Human Rights legislation, Treaties, sexual violence legislation and the Accessibility for Ontarians with Disabilities Act and its regulations.

      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.

      Njoyn ATS