Office Coordinator and Administrative Assistant to Department Head

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Job Summary

Reporting to the Department Manager, the incumbent is responsible for providing administrative and secretarial support to the Department Head, Associate Head, Chair of the A/RPT Committee, Search Committees, Seminar Committee and senior staff. The incumbent contributes to the administrative activities of the Department by carrying out tasks (set out by the above) to completion and by specific deadlines, including tasks such as coordinating faculty searches, organizing visits, award nominations and acknowledging donations.

The incumbent also provides a communications link between members of the Department, other Departments at Queen's University, other Universities, outside agencies and the general public. The incumbent completes a wide range of bookkeeping and financial activities including but not limited to preparing and processing accounts payable and receivable, preparing purchase orders, expense reimbursements, reconciling procurement cards, deposits, and research finances.

This position also prepares and processes casual contract payroll requests, vacation entries, and time reporting. The incumbent also carries out reception duties such as answering emails and in-person inquiries, updating contact lists and directories, maintaining websites, coordinating facility access (keys/cards) and maintenance requests and carrying out other tasks as assigned. The incumbent functions with a high degree of autonomy, exceptional level of accuracy, good judgment, efficiency, and high degree of tact and discretion, while working in a fast-paced deadline driven environment.

The Biology department is committed to Indigenization – Equity, Diversity, Inclusion, Anti-Racism and Accessibility (I-EDIAA) and cultivating an inclusive community and creating welcoming spaces for all students, faculty and staff to thrive. The incumbent welcomes and fosters a collaborative work environment and a commitment to excellent client services.

This position provides administrative and planning assistance to senior staff to support operations. This position arranges meetings, special events, and appointments, assembles and prepares critical information for meetings, and follows up as required. This position coordinates schedules of senior staff, and determines relative priorities to ensure urgent/sensitive matters receive immediate attention. This positions also analyzes data, and prepares reports and statistics.

Job Description

What you will do

• Provides administrative and planning assistance to senior staff. Proofs and edits correspondence for distribution.

• Provides operational coordination for the department including arranging meetings, special events, and appointments, assembling and preparing critical…