Administrative Secretary

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.

Queens 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!

At Queens we are committed to helping people achieve their best. Whether you are beginning your career at Queens or seeking your next opportunity we are here to support you. Visit our Applicant Resources for guidance on applying showcasing your skills and experience and preparing for interviews.

Disclaimer: As part of the application process at Queens University our recruitment system uses Artificial Intelligence (AI) as defined under the Ontario Employment Standards Act to ask job-related questions and confirm eligibility for hire. All final hiring decisions are made using non-AI related processes.

This position acts as the first point of contact for the department and frontline resource and contact person for senior staff. This position plans and coordinates activities on behalf of the department and/or unit. This position also performs general accounting and bookkeeping activities including journal entries budgeting accounts payable accounts receivable invoices requisitions and reconciliations and generates accounting reports to support the operations.

What you will do
Acts as the first point of contact for the department and frontline resource and contact person for senior staff.
Plans and coordinates activities on behalf of the department and/or unit.
Responds to inquiries on behalf of senior staff manages correspondence and calendars and makes travel arrangements including for visitors and guests.
Performs general accounting and bookkeeping activities including journal entries accounts payable accounts receivable invoices requisitions and reconciliations.
Generates accounting reports to support the operations.
Assists with the preparation of annual budget and projections.
Prepares and distributes correspondence documents and/or reports and maintains files.
Organizes department events including but not limited to convocations funding announcements award announcements and retirements.
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.
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 cooperation.
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.

The University invites applications from all qualified individuals. Queens is strongly committed to employment equity diversity and inclusion in the workplace and encourages applications from Black racialized persons Indigenous people women persons with disabilities and 2SLGBTQI accordance with Canadian Immigration requirements priority will be given to those who are legally eligible to work in Canada.

The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code including those with disabilities. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at .