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Departmental Assistant

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Competition Number: J0422-0559
Position Title: Departmental Assistant
Employee Group: Support Staff - USW Local 2010
Job Category: Administrative
Department or Area: Four Direction Aboriginal CTR
Location: Kingston, Ontario, Canada
Salary: $43,292.00/Year
Grade: 05
Hours per Week: 35
Job Type: Permanent (Continuing)
Shift: 7 Monday - Friday
Number Of Positions: 1
Date Posted: May 9, 2022
Closing Date: June 6, 2022

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

Four Directions Indigenous Student Centre (Four Directions) provides holistic support services for Indigenous students at Queen’s University through a variety of programs and events. Reporting to the Director, the Departmental Assistant provides administrative, organizational, and financial support that contributes to the smooth and efficient functioning of Four Directions. Responsibilities also include financial transactions, timekeeping, support special projects, and support for the Director.

Job Description

KEY RESPONSIBILITIES
Reception
• Performs receptionist duties with the primary focus on client service, greeting individuals, providing welcome tours, ensuring coverage when away from the desk, and responding in a timely manner to the general Four Directions phone number and email.
• Act as a resource or contact person for the unit, providing advice, information, feedback and support to staff, faculty, students and outside parties. Research the Queen’s websites to determine answers if necessary and/or redirect complex questions to the appropriate individual or department.

Office Administration
• Organizes the provision of office supplies, computers, equipment, and furnishings for the office. Plans ahead and forecasts supply needs.
• Acts as the department’s timekeeper; records and inputs staff time into university software.
• Orders, distributes, and monitors all departmental keys and fobs. Grants access to staff, faculty, and students using university software.
• Maintains information and filing systems.
• Serves as the departmental IT Admin representative and Telecom representative.
• Acts as primary liaison with Campus Security and Physical Plant services for all routine matters of housekeeping, maintenance, and safety.
• Other duties as required in support of the department.

Financial Processing
• Administers departmental accounts; coordinates financial processes, reconciles invoices and Visa statements, processes financial transactions and maintains accurate records; processes travel reimbursements; prepares cheque requisitions; sets up and monitors accounts.
• Reconciles the office accounts monthly; prepares cheque requisitions and other budgetary tasks for ensuring all transactions are compliant with university policy. Assists in compiling information for the preparation of the annual budget and budget forecasts.
• Processes casual and student payroll, resolves discrepancies, completes work study audits and ensure all guidelines and policies are met.
• Maintains records and filing systems, and liaises with officials at Queen’s Financial Services and other departments, as necessary.

Director Support
• Provides administrative support to the Director when required by prioritizing, rearranging, and deferring appointments and meetings, preparing and distributing confidential correspondence, and gathering and compiling data.
• Arranges and coordinates travel and accommodation for the Director.
• Ensures an effective system to bring forward documents; manage correspondence for reply; create meeting agendas, and meeting notes, etc.
• Provides effective administrative support to committees within the portfolio.

REQUIRED QUALIFICATIONS
• Must have Indigenous ancestry and demonstrated connection with an Indigenous community.
• Completion of a two-year post-secondary diploma.
• Two to three years of job related experience in an administrative and/or financial position.
• Familiarity with university administrative policies, procedures, and organizational structure with the understanding of a university environment; knowledge of Queen’s administrative environment is preferred.
• Knowledge of bookkeeping and accounting practices and ability to synthesize and organize financial information for period reports and to support budget preparation.
• Office administration experience, including Advanced knowledge of Word processing software and familiarity with spreadsheet and database programs.
• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS
• Highly developed attention to detail to achieve high level of accuracy in financial administration and reporting.
• Excellent interpersonal skills both oral and written to interact with a wide variety of individuals.
• Analytical, interpretive, and problem solving skills.
• Excellent organizational and planning skills. Ability to prioritize requests and maintain focus in an environment with frequent interruptions and multiple demands.
• Experience in planning calendars and bookings, and follow up skills.
• Proven ability to work collaboratively on a team.
• Ability to adhere to confidentiality.
• Adaptability and a desire to learn new technological and administrative systems. Ability to learn new software packages as required.
• Ability to work independently, establish priorities, and take initiative to successfully resolve urgent matters.
• Tact, good judgement, and empathy are required to help foster a constructive, supportive, respectful, and educational environment.

DECISION MAKING
• Makes recommendations for more effective financial administration and budget control and participates with implementing changes.
• Resolves scheduling conflicts in the calendar of the Director by determining priorities to juggle conflicting appointments.
• Makes daily operations decisions and resolves administrative problems within guidelines. Refers more complex problems to the Director.
• Makes decisions regarding coding of financial transactions, payments and deposits, including determining when to follow up with other staff or the Director.
• Resolves account related problems and financial issues within guidelines as they arise and determines when to refer inconsistencies to the Director.
• Determines filing methodology and where to file correspondence, reports, and documents.
• Reviews and recommends what office supplies to order and when. Determines the most economical options.
• Responds to numerous inquiries and makes decisions about where to refer callers/visitors to ensure the inquiry is handled promptly. Provides follow up as necessary, ensuring matters are handled to successful conclusion.
• Makes recommendations regarding office administration procedures; suggest and help implement changes.
• Anticipates, analyzes, and resolves accounting, administrative, and timekeeping problems within guidelines as they arise, referring only highly unusual problems.

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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