Departmental Assistant

COVID 19 OnCampus Requirements

Prior to May 1 2022 the University required all students faculty staff and visitors (including contractors) to declare their COVID19 vaccination status and provide proof that they were fully vaccinated or had an approved accommodation to engage in inperson University activities. These requirements were suspended effective May 1 2022 but the University may reinstate them at any point.

About Queens University

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!

Job Summary

A Brief Overview

Reporting to the Executive Assistant to the ViceProvost and Dean of Student Affairs and taking direction from the Executive Director and Executive Director Finance and Administration the Departmental Assistant is responsible for providing daytoday administrative organizational and financial support to the Office of the ViceProvost and Dean of Student Affairs.

The Departmental Assistant will perform reception duties prepare and update sensitive materials and correspondence coordinate events conferences and meetings; perform complex scheduling order office and IT supplies and act as the office timekeeper Health and Safety Rep and IT Admin Rep. In addition the Departmental Assistant is responsible for maintaining several databases and filing systems as well as organizing and disseminating information to assist with the overall functioning of the office.

Committed to Indigenization equity diversity inclusion antiracism and accessibility the Departmental Assistant is client focused and thrives while working in a high profile and fastpaced work environment where there is regular exposure to sensitive and confidential information and student information. The Departmental Assistant acts with initiative and functions with an exceptional level of accuracy good judgement and efficiency and is responsible for making quick decisions consulting with other administrators and staff as needed.

This position acts as the first point of contact for the department and frontline resource and contact person for senior staff. This position responds to inquiries on behalf of senior staff manages correspondence and calendars and makes travel arrangements. This position is responsible for schedule management organizing and coordinating meetings and conferences and responding to inquiries. This position also performs general accounting and bookkeeping duties including accounts payable accounts receivable and expense reimbursements.

Job Description

What you will do

• Acts as the first point of contact for the department and frontline resource and contact person for senior staff.


• Responds to inquiries on behalf of senior staff manages correspondence and calendars and makes travel arrangements.


• Prepares and distributes correspondence documents and/or reports and maintains files.


• Plans and coordinates meetings prepares materials and records and distributes minutes.


• Performs general accounting and bookkeeping duties including accounts payable accounts receivable and expense reimbursements.


• Generates financial reports for the department and/or unit.


• Coordinates conferences and special events hosted by the department and/or unit.


• Maintains and updates the department website social media channels and other electronic systems content.


• Coordinates maintenance requests.


• Other duties as required in support of the department and/or unit.

• Threeyear Community College Diploma or ThreeYear Bachelor Degree or equivalent.

• More than 2 years and up to and including 3 years of experience.

• Satisfactory Criminal Records Check required.


• Vulnerable Sector Screening required.

• 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.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queens 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 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 .