Queen’s University Looking for Administrative Assistant, Residence Life & Services at Kingston, ON Full Time

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

The Housing and Ancillary Services team manages 4,940 student beds in 18 residence buildings, as well as off-campus rental apartment and housing properties, three dining halls, numerous retail foodservice locations on campus, the Donald Gordon Hotel and Conference Centre, Event Services and the Enrichment Studies Unit. Residence buildings also provide temporary accommodations for the summer conference, events and tourism markets. Revenue and services from these units support vital student life programs and contribute to the University’s learning environment.

The Residence Life and Services staff team is dedicated to the development of the whole student, promoting diversity, accountability, independence and success in a broader learning environment.

This position is responsible for office reception; greeting walk-in visitors and responding to phone calls, emails and LiveChat on behalf of the department. The Administrative Assistant needs to be able to handle sensitive situations, manage difficult enquiries and maintain confidentiality. Successful candidates will possess exceptional organizational and time management skills as well as an ability to focus in spite of competing priorities and frequent interruptions. Knowledge of office and computer skills including word processing and spreadsheet software, and the ability to learn new software packages as required, is essential in this position.

This position provides administrative support to the department. This position schedules meetings, prepares and distributes agendas, takes minutes, and diarizes follow-up as needed. This position performs data entry to create and/or maintain a variety of databases, and prepares and generates reports. This position also assists with planning and coordinating various events.

Job Description
What you will do

• Performs general clerical activities including preparing correspondence, faxing/scanning, maintaining inventory, and ordering supplies.
• Schedules meetings, prepares and distributes agendas, takes minutes, and diarizes follow-up as needed.
• Perform data entry to create/maintain a variety of databases. Prepares and generates reports.
• Create and maintain filing/e-filling systems as required.
• Assists with planning and coordinating various events, and maintains a calendar for booking conference rooms and classrooms.
• Requests and maintains system for access to facilities.
• Performs general accounting activities including invoice generation, requisitions, expenses, collecting and processing cash and cheques, and reconciliations.
• Assists in the organization of staff timekeeping and vacation/time off requests.
• Liaises with facilities to resolve building-related issues.
• Assists with committee processes.
• Prepares overtime and time away reports.
• Coordinates department orientation for new hires.
• Coordinates registration of the various training sessions and maintains the registration log and/or training records.
• Maintains employment records and contracts for students.
• Other duties as required in support of the department and/or unit.

Required Education

• Two-Year Community College Diploma.

Required Experience

• More than 1 year and up to and including 2 years of experience.
• Experience in financial services practices considered an asset (e.g., maintaining accounting records, etc.). and
• 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.). and
• Experience working in a comparable client-focused environment considered an asset

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 work experience.
• Provide information that requires technical or administrative explanation or interpretation.
• Attempts to resolve a difficult or challenging interpersonal situation, or overcome resistance to gain cooperation, before referring to others.
• Manage own work effectively and follows through on commitments, using the available resources.
• May distribute work to deliver objectives on time and to the highest standard and help others access resources to support goal achievement.
• Resolve recurring problems and situations using established procedure and guidelines.
• Bring forward problems, obstacles or challenges to work completion in a timely manners so deadlines continue to be met.
• Break down concrete issues into parts and selects best solution from clear alternatives and past practices.
• Acknowledge and respect diverse cultural traditions and beliefs.
• Question attitudes, comments and behaviours which are discriminatory and seeks out appropriate resources to remove these from the workplace.

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.