Student Support 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!

Applicant Guidance & Information

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.

Job Summary

The Queens-Lakeridge Health Family Medicine MD program trains MD students through to family medicine residency and will graduate practice-ready community-focused physicians who are able to provide comprehensive care.

Reporting to the Manager of Operations the Student Support Assistant will support the Queens Health Sciences Family Medicine focused MD program at their Lakeridge Health Campus. This position acts as a first point of contact and answers redirects or escalates program administration questions from faculty staff and students. This position provides administrative support to the office including scheduling meeting coordination preparing agendas minutes data entry filing reception mail distribution printing and distributing materials updating directories and/or maintaining office supplies. This position generates a variety of program documents including reports agendas meeting minutes letters of permission and/or correspondence. This position also assists with planning program events.

Job Description

KEY RESPONSIBILITIES:
Acts as a first point of contact and answers redirects or escalates program administration questions from faculty staff and students.
Provides administrative support including scheduling meeting coordination preparing agendas minutes data entry filing reception mail distribution printing and distributing materials updating directories and/or maintaining office supplies.
Generates a variety of program documents including reports agendas meeting minutes letters of permissions and/or correspondence.
Supports the exam process through scheduling arranging accommodations securing and setting up rooms providing supplies using grading software scheduling proctors and/or submitting final grades.
Records and follows-up on the collection and/or distribution of evaluations.
Assists with planning and/or executing of events including learning events seminars academic sessions training sessions conferences video-conferencing rounds orientations parties and/ or retreats.
Maintains and updates department website and/or community website.
Performs accounting and bookkeeping activities including invoicing expenses accounts payable deposits accounts receivable and reconciliations.
Provides administrative support for IT functions including requests for hardware accounts and IT support.
Acts as the first point of contact for troubleshooting audio visual issues.
Provides administrative support to the Clinical Skills simulation centre as the on-site point of contact taking inventory and ordering of supplies and coordination for events.
Other duties as required in support of the department and/or unit.

REQUIRED QUALIFICATIONS:
Two-Year Community College Diploma.
More than 1 year and up to and including 2 years of experience.
Satisfactory Criminal Record Check required.
Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:
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.
Attempt to resolve a difficult or challenging interpersonal situation or overcome resistance to gain cooperation before referring to others.
Ability to function in a team environment and maintain composure in challenging situations.
Acknowledge and respect diverse cultural traditions and beliefs.
Office skills including advanced knowledge of word processing spreadsheets and database applications as well as an ability to learn new software.
Writing editing and proofreading skills with strong attention to detail and accuracy.
Ability to maintain strict confidentiality.

DECISION MAKING:
Manage own work effectively and follows through on commitments utilizing available resources.
May distribute work to deliver objectives on time and to the highest standard and help others access resources to support goal achievement.
Handle and/or refer incoming correspondence and phone calls to the appropriate individual for follow-up particularly those which are time or content sensitive.
Resolve recurring problems and situations using established procedures and guidelines.
Bring forward problems obstacles or challenges to resolution in a timely manner so deadlines continue to be met.

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 .