Administrative Assistant, Office of the Vice-Principal (Advancement)

Administrative Assistant, Office of the Vice-Principal (Advancement)

Office of the Vice-Principal, Advancement

 

Are you someone who enjoys assisting people as well as providing outstanding customer service? If so, we have the job for you.


Reporting to the Executive Director, Office of the Vice-Principal (Advancement) the Administrative Assistant provides an executive level of organizational, administrative and secretarial support to the Vice-Principal (Advancement), and contributes to the smooth and efficient operation of the Office of the Vice-Principal (Advancement), in support of the mission of the university. This includes primary responsibility for planning and maintaining the VP (Advancement) schedule, and a high degree of coordination and collaboration with the Office of the Principal on relationship building and fundraising activities on behalf of the Principal. 

This is a highly visible position, with significant overall impact on the effectiveness of the Office of Advancement. Given the complexity of managing the time and priorities of the VP, the incumbent must function with strict adherence to confidentiality, an exceptional level of accuracy, sound judgment requiring minimal direct supervision, and a high degree of efficiency.

This position occasionally requires flexible working arrangements to meet the demands of the office.

 

As the Administrative Assistant, Office of the Vice-Principal (Advancement) you will:

 

  • Leads the planning, maintaining and managing of the VP schedule to optimize use of time during an extended workday, and often on weekends. Plans schedule with a view to prioritizing events and meetings; rearranges and defers meetings as required when urgent matters arise; refers requests to other offices when needed. Ensures the VP receives all relevant materials and is prepared for all meetings to be attended (internal and external to Queen’s).

  • Determines the distribution, delegation and/or action required for incoming mail, telephone and e-mail messages.  Identifies and prioritizes what needs to be directed to the VP or others’ attention, requires further research, or response.

  • Fosters a welcoming and inclusive atmosphere, providing frontline support to the office.

  • Provides high level executive support to the VP and the Executive Director. This includes, but is not limited to, conducting research; interpreting and analyzing data; preparing correspondence and files, reports, presentations, and briefing notes; drafting communication, and coordinating meetings and follow-up; managing the Advancement Enhancement Day planning committee; organizing Advancement wide departmental meetings and Advancement Leadership Team retreats; initiating and coordinating the Heney award nomination process.  

  • Coordinates and prepares VP and Principal briefing files for daily meetings which include background notes, biographical information, speaking notes, schedule of events, etc.

  • Provides input and produces sensitive, confidential correspondence. Composes original correspondence and drafts documents for the VP and Principal when requested, or often on own initiative.  Maintains an effective system to bring forward documents and correspondence for reply, agenda items for meetings, reports for comment, etc.; reply’s on behalf of the VP, or composes/transcribes correspondence for signature by the VP to ensure action items are acted upon within set deadlines.

  • Arranges and coordinates travel and accommodations to national and international destinations in connection with alumni activities, donor relations, fundraising cultivation and solicitation, and conferences. Interprets and ensures adherence to travel and finance policies and procedures. Prepares itineraries, and initiates timely travel reimbursements for expense claims and travel advances.  

  • Liaises frequently with the Principal’s office, Dean’s offices, Advancement staff, alumni, donors and potential donors regarding the VP’s relationship building and fundraising activities. Coordinates follow-up actions and thank you notes.

  • Coordinates and provides support for meetings including preparing and circulating notices, agendas and background materials; books rooms; sets-up equipment; takes minutes and acts as the main point of contact and frontline support to committee members. 

  • Provides leadership, guidance and direction to other employees. Organizes and chairs meetings of the Administrative Assistant Group in the Office of Advancement. Determines the agenda topics; helps facilitate resolution of office-wide problems and issues. In a leadership capacity, acts as a liaison to the Advancement Strategy Group, and as ombudsperson for the administrative support staff within the Office of Advancement.

  • Administers departmental accounts and monitors the office budget, reconciling invoices and Visa statements on a monthly basis; coordinates financial processes; prepares financial transactions such as purchase orders, cheque and travel requisitions; and maintains accurate records. 

  • Collaborates with the Executive Director and HR Manager to plan and manage building and space projects and/or relocation initiatives, ensuring projects are completed within budget and timeline. Consults with diverse stakeholders and liaises with Physical Plant Services, Campus Planning, and external contractors as required. Coordinates the final preparation of renovated spaces for occupancy, and arranges recycling and disposal of furniture per Queen’s policies.

  • Manages building access including key distribution and programming building hours.

  • Develops and maintains a Records Management System for both electronic and paper filing systems within the Office of the Vice-Principal (Advancement) in compliance with Freedom of Information and Protection of Privacy Act (FIPPA) requirements, as well as university policies and procedures. Looks for opportunities to enhance the efficiency and effectiveness of filing systems, canvassing input from Information Technology Management, and implementing changes to filing systems as needed.  

  • Monitors current procedures and endorses administrative practices to ensure the smooth and efficient function of the office. Recommends revisions and amendments to administrative practices in consultation with the Executive Director. As necessary, implements all aspects of changes in practices and procedures and informs staff.

  • Coordinates physical services for the office including resolving building issues such as repairs and service complaints; coordinates equipment maintenance; ensures provision of office supplies, computers, equipment and furnishings for the office.

  • Acts as a back-up to the Human Resources Advisor, providing human resource support by liaising with candidates, arranging logistics, assisting with onboarding, and ensuring new hires are set-up in their workspaces.

  • Acts as a back-up to the Administrative Assistant, Development.

  • Undertakes other duties as assigned in support of the unit and/or department.

 

The Administrative Assistant, Office of the Vice-Principal (Advancement) also calls for:

 

  • Three-year post-secondary program.

  • Several years of experience providing executive level administrative support in a high profile area at the university or an institutionally relevant environment.

  • Extensive knowledge of senior level office practices and experience managing the schedule of an individual in a high profile, executive position.

  • Ability to work effectively and successfully with diverse audiences to achieve shared priorities.

  • Proficiency using Microsoft Office products and the ability to acquire proficiency with PeopleSoft, Expense Reimbursement System (ERS), FAST reporting, Ellucian Advance Web, and Internet tools for data and statistical analysis. Ability to adapt to emerging technologies is considered an asset.

  • Experience in project management, facilities management, and/or space planning is preferred.

  • Sound knowledge of the university administrative and academic policies and procedures. Understanding of the workings of Senate, Board of Trustees, Council of Ontario Universities, Ministry of Training, Colleges and Universities, would be considered an asset.

  • Consideration will be given to an equivalent combination of education and experience.

     

     

    To apply or for additional details on this continuing appointment, please visit CareerQ, on our Human Resources website at: https://queensu.njoyn.com/cl4/xweb/XWeb.asp?tbtoken=ZVhaQBkXCG9xZHN0RlxcCFpJdGBEcFlccEhYWlsIE21cWkVtKEoZdxdzdwkbUxFaS3cqWA%3D%3D&chk=dFlbQBJe&clid=74827&Page=JobDetails&Jobid=J0418-0990&BRID=76891&lang=1  by May 9, 2018, quoting competition J0418-0990. The University thanks all who express an interest in this position and advises that only those selected for interviews will be contacted.