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Office and Housing Coordinator

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Competition Number: J0923-1071
Position Title: Office and Housing Coordinator
Position Number (Final): 000507791
Employee Group: Support Staff - USW Local 2010
Job Category: Administrative
Department or Area: Regional Ed
Location: Kingston, Ontario, Canada (Hybrid)
Salary: $50,578.00 - $61,680.00/Year
Hours per Week: 35
Job Type: Term
Length of term: 1 year
Shift: 7 Monday - Friday
Number Of Positions: 1
Date Posted: July 10, 2024
Closing Date: July 31, 2024
Additional Information:
Please note, the incumbent must have access to a reliable vehicle.


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

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 Manager, Distributed Medical Education, the Housing and Office Coordinator is responsible for administrative duties relevant to the operation of the Regional Education Office. Key duties will be to oversee the Regional Education Office housing throughout the region including tracking and updating leases, communication with cleaners, ensuring furniture and apartment contents are in good order, the physical preparation and refurbishing of the accommodations and coordinating apartment moves as required. Travel regularly throughout the region (Toronto to Cornwall) will be required.

Other duties will include day-to-day administrative duties such as preparation of correspondence; communication with clerks and preceptors, supporting the delivery of core educational programs and special projects as needed in support of Regional Education activities; compilation, processing and disseminating information within the program, and to the other sites; coordinating and scheduling of zoom meetings/conference calls as required. The incumbent will liaise directly with Queen's Regional Education Office, Faculty Development Office, Postgraduate Office, MD Program Office, Specialty Programs and regional providers.

This position coordinates and maintains off-site housing. This position builds and maintains relationships with landlords and housing managers to address housing matters, to support the renewal and sourcing of new properties to lease, and to support program needs. This position acts as the first point of contact for housing issues including cleanliness, lost keys, parking, maintenance and internet. This position also develops and maintains schedules and coordinates events, meetings and conferences.Travel is an inherent part of the position. This position is subject to the Travel Time Credit provisions of the USW Local 2010 Collective Agreement.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

  • Coordinates and maintains off-site housing, including minor repairs, general maintenance, refurbishment, troubleshooting television and internet issues, arranging for deliveries, and/or removal of old items.

  • Builds and maintains relationships with landlords and housing managers to address housing matters, to support the renewal and sourcing of new properties to lease, and to support program needs.

  • Acts as the first point of contact for housing issues including cleanliness, lost keys, parking, and internet.

  • Develops and maintains cleaning schedules, including sourcing cleaners.

  • Coordinates the logistics of apartment moves.

  • Coordinates key distribution.

  • Prepares monthly documents for insurance provider.

  • Coordinates special events, meetings and conferences.
Required Education
  • Two-Year Community College Diploma.
    • in business administration preferred.
Required Experience
  • More than 2 years and up to and including 3 years of experience.
Required Licenses and Certifications
  • G Driver's Licence required.

  • Satisfactory Criminal Records Check 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.

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