Reporting to the Department Manager and Undergraduate Chair, and under the direction of the Director of the School of Kinesiology and Health Studies, the Administrative Assistant/Graduate Program Assistant provides overall administrative, planning and operational support for the operations of the School and facilitates project work. The Administrative Assistant/Graduate Program Assistant provides direct administrative support for the Director and senior staff, coordinates special events and performs other activities as required in support of the department/unit. This position is also responsible for providing dedicated administrative assistance to the SKHS Studies graduate program and for Teaching assistant assignments and monitoring of the Teaching Assistant and Teaching Fellow/Adjunct budget allocation, in collaboration with the Department Manager and Undergraduate Chair and Graduate Coordinator. As Graduate Program Assistant, the incumbent is responsible for the promotion of equity, diversity and inclusion within the SKHS graduate student communities.
The schedule for this position requires that the incumbent work occasional evenings and weekends.
Administrative Assistance to the Director in SKHS
- Provide administrative assistance to the Director. Scheduling meetings on behalf of the Director, prepare briefing notes and drafts of documents as required, and other duties as assigned. Provide administrative assistance for the Director’s travel and prepare and submit travel and professional expense reimbursements.
- Apprise and advise senior leadership on important matters concerning the direction and operation of the department/unit. Contribute to discussions to determine the department/unit’s short and long term goals. Coordinate policies to meet those goals. Research and compile data to prepare reports, documents, and department/unit committee agendas. Maintain personnel and other confidential records.
- Monitor Teaching Assistant and Teaching Fellow/Adjunct budgets according to unit/university policies and procedures, providing regular reports to the Director, the Department Manager and Undergraduate Chair and the Graduate Coordinator.
- Provide technical and functional guidance to faculty members, adjuncts, research coordinators, teaching fellows and post-doctoral fellows to facilitate carrying out duties according to SKHS, School of Graduate Studies, Arts and Science and Queen’s policies and procedures.
- Act as the departmental timekeeper. Monitor employee attendance in consultation with the Department Manager and Undergraduate Chair.
- Provide Human Resources support to the School for all staff, faculty members and students referring to central human resources when appropriate. This includes termination notices, vacation entitlements, attendance exceptions, leave of absences and HR administrative support for hiring of research employees. Conducts monthly salary reconciliations for graduate students, research staff and Adjuncts.
- Provide administrative support to faculty and staff hiring processes. Scheduling interviews and ensuring that hiring processes, as well as promotions and renewals, are compliant with University, union and external labour regulations. Advertise faculty position openings in accordance with QUFA guidelines. Act as the administrative assistant to the Equity representative on committees and ensure that all documentation requirements in relation to equity are met.
- Provide general orientation to employees in the unit. Ensure all employees participate in required equity and environmental health and safety training sessions. Assign administrative tasks to the Finance and Administrative Assistant and Receptionist, as required and in consultation with the Department Manager and Undergraduate Chair.
- Provide administrative support to all department/unit committees and responsible for appropriate follow-up action. Liaise with other units in the University.
- Special Events: Coordinate logistics and advertising for special events. Arrange room bookings, facilities, and other requirements.
- Undertake other duties in support of the SKHS.
SKHS Graduate Program Assistance
- Responsible for administering and guiding graduate students towards the completion of their degrees. This includes the understanding and administration of School of Graduate policies and procedures and assisting faculty members as required. Create and maintain online student handbooks and keep detailed records of graduate students’ progress.
- Develop graduate timetable, arrange for classroom space, monitor and manage any changes in consultation with the Graduate Coordinator.
- Assist with organizing graduate examination committees including identification of committee chairs and completion of all required paper work in conjunction with supervisors and graduate students.
- Perform administrative duties in relation to graduate student funding including research assistant, research fellowship payments, Queen’s graduate assistance distribution and award submissions and distribution.
- Responsible for the promotion of the graduate program, administrative support for the recruitment cycle and coordination of recruitment events. Coordinate application files and letters of offer and act as the main liaison between applicants, the School of Graduate Studies, the SKHS Graduate Coordinator and faculty members. Co-edit department promotional graduate program material. Research, write, supervise typesetting of SKHS’s material, edit copy, and proofread. Prepare news material and announcements.
- Ensure regular updates to the SKHS website departmental and graduate program pages
- Advise on and assist in editing SKHS policy in relation to graduate student academic requirements and funding in consultation with the Graduate Coordinator and the Graduate Subcommittee.
- Take the minutes and provide administrative support to the Graduate subcommittee.
- Liaise with the School of Graduate studies (SGS), keep records and report back to advise the School on matters related to SGS policy, deadlines, procedures, opportunities etc.
- Undertake other duties in support of the graduate program.
- University degree in a relevant field and several years of experience in a responsible administrative position with minimal supervision.
- Extensive knowledge of University policies, procedures and organizational structure. Knowledge of SKHS would be considered an asset.
- Knowledge of graduate programs in kinesiology and health studies considered an asset.
- Knowledge and experience with the preparation and application of large budgets.
- Proficient in the use of Microsoft Office Suite (Outlook, Word, Excel) and Adobe.
- Familiarity with PeopleSoft would be considered an asset.
- Ability and willingness to adapt to emerging technologies.
- Prior experience with Collective Agreements would be considered an asset.
- Consideration may be given to an equivalent combination of experience and education.
- Respect diversity and actively promote inclusion in the workplace.
- Excellent interpersonal and communications skills (both verbal and written) to deal with a wide variety of individuals in a professional manner and to provide clear and accurate information.
- Superior organizational skills, meticulous attention to detail, ability to take initiative.
- The ability to coordinate numerous activities, work well under pressure, meet deadlines, set priorities, analyze situations and act decisively to solve problems with excellent judgement regarding when it is appropriate to confer with/defer to senior leadership.
- Ability to work independently and as part of a team.
- Leadership skills to support, motivate and work well with colleagues, students and external stakeholders.
- A sound knowledge of University policies and procedures. Good judgment and an ability to deal with confidential matters are required.
- Knowledge of university policies and procedures with respect to Queen’s financial accounts.
- Proficient in a variety of computer applications including Queen’s systems (PeopleSoft) and ability to learn new systems as required.
- Ability to listen, observe, evaluate and respond in a helpful and appropriate manner while being non-judgmental.
- Ability to interact and work well with culturally diverse students, faculty and staff.
- Sound judgement to make consistent and fair recommendations even in complex situations.
- Establish office procedures, make decisions and resolve administrative problems within set guidelines. Interpret and analyze Department policies and procedures, and recommend changes when necessary.
- Budgetary oversight in regards to the allocation of Teaching Assistantships. Ensuring that the balance of the budget and the undergraduate program needs, and graduate program needs are met in consultation with the Department Manager and Undergraduate Chair and the Graduate Coordinator.
- In consultation with the Graduate Coordinator, determine graduate program recommendations to be presented for consideration to the Graduate Subcommittee.
- Make daily operation decisions and resolve administrative issues, as needed.
- Recommend content for promotional material and make formatting decisions.