Department Assistant

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 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 Director Student Academic Success Services (SASS) and taking direction from the Managers the incumbent provides overall administrative organizational and clerical support for the operations of the unit. The incumbent performs day-to-day administrative functions provides assistance for the units programs services staff and communications updates the departmental website and fosters an inclusive welcoming environment for all students staff and visitors to SASS through the provision of reception services. The incumbent administers the online appointment booking system including building multiple program schedules and ensures smooth functioning of the 1:1 services. The incumbent also processes financial transactions administers casual payroll supports administrative needs of other DSA units as directed and performs other departmental support activities as required.

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.


• Assists with preparation and distribution of departmental newsletter.


• 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.


• Receives and processes injury reports to be submitted to Environmental Health and Safety.


• Updates the TV screen website and/or social media accounts.


• Maintains employment records and contracts for students.


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

• Two-Year Community College Diploma.
• in business administration preferred.

• More than 1 year and up to and including 2 years of experience.
• Experience in client and/or customer experience functions considered an asset.


• Experience planning coordinating and/or managing events or promotions considered an asset.


• 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.).

• 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 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. 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 .