Administrative & Advancement Coordinator

Queen's University - Kingston, ON (30+ days ago)

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Job Summary
Reporting to the Department Manager, the incumbent performs complex administrative and organizational duties in support of the Department Head and Manager, and provides leadership and supervision of the office receptionist, undergraduate and graduate assistant. The incumbent is also responsible for coordinating events and functions that promote the Department and undertaking programs and projects that serve to maximize support of the fundraising efforts of the Department.

Job Description

KEY RESPONSIBILITIES:Administrative Duties:
  • Provide administrative support to the Department Head and Manager.
  • Plan and maintain schedules for the Head and Manager to maximize the use of their time during an extended workday; screen, prioritize and rearrange appointments; schedule and defer meetings.
  • Supervise office processes and procedures and administrative duties, including initiating or preparing correspondence, word processing and document formatting, scheduling and maintaining appointments, coordination of meetings, and administering special procedures within the department such as coordination of all aspects during the hiring process of a new tenure-track professor. Recommend and participate in the implementation of revisions to administrative procedures. Schedule, coordinate applicable duties to other staff members.
  • Coordinates and provides support for meetings/committees chaired by the Head and Manager; prepare and circulate notices, agendas, background materials, book rooms and arrange for appropriate equipment. Ensure that the Head and Manager in the department have received all relevant materials and are prepared for all meetings to be attended.
  • Provides work direction, and technical/functional guidance to staff. Schedules and assigns work, and oversees its completion. Coordinates and monitors work flow in the General Office. Recommends changes and supports the implementation of modifications.
  • Schedules and approves, or recommends the approval of, employees’ hours of work, overtime and absences. Monitors and oversees employee attendance.
  • Participates in screening and interviewing job candidates, and providing input into staff selection.
  • Reviews assignments and provides feedback on work to employees. Provides input on work performance to management staff.
  • Provides orientation and on-the-job training to employees in the unit. Provides coaching and feedback on work quality issues, providing related day-to-day supervision. Escalates unresolved performance and/or disciplinary matters to management.
  • Responsible for managing the departmental homepage and Advancement sections of the website.
  • Provides statistical information concerning, awards, various internal committees and budget related issues. Incumbent selects data to provide statistics used for all annual reporting as well as data to support any new or ongoing initiatives. Responsible for annual reporting.
  • Responsible to implement, compile, and maintain computerized department holiday tracking system for monthly reporting to human resources.
  • Prepares queries for various internal committees and budget related issues.
  • Other duties as required in support of the Department of Chemistry.
Advancement Duties:
  • Coordinates annual and regular events that promote the Department or are part of normal operation of departmental programs, and delegate tasks as required. Annual events include but are not limited to: undergraduate receptions and orientations, Homecoming events (open house, receptions, etc.), graduate receptions and orientations, named lecture series, annual Department social events. Special events include curriculum and planning retreats, symposia, workshops and special visits to the Department.
  • In consultation with the Manager, establishes budgets and works within budgeted amounts for special events.
  • Acts as the main liaison between the Faculty of Arts and Science Development Team and the Department of Chemistry. In consultation with the Senior Development Officer and the Head, the incumbent will coordinate all Chemistry Advancement activities and visits aimed at developing/maintaining relationships with Chemistry alumni and other potential donors in order to maximize fundraising efforts.
  • Acts as the main contact for members of the Queen's Chemistry Innovation Council, coordinates the activities of the QCIC in consultation with the Head and the Senior Development Officer.
  • The incumbent is responsible for the production of the Alumni Newsletter and other publications aimed at promoting Chemistry Advancement activities.
  • Conducts research and mining of alumni databases that will assist in identifying prospective donors, and assists in the preparation of donation proposals
  • A three-year post-secondary program in business administration combined with previous relevant experience in a responsible administrative position with minimal supervision.
  • Knowledge of University Policies related to academic regulations, and financial services considered an asset.
  • Knowledgeable in PC environments including word processing and spreadsheet software and highly experience in database management. Enrolled in or completed the Administrative professional certificate program would be considered an asset.
  • Proficiency in use of PeopleSoft and database management systems.
  • Experience with standard web creating and editing tools.
  • Consideration may be given to an equivalent combination of education and experience.
  • High level of tact and discretion, maturity and good judgement, and the ability to deal with sensitive issues in a professional manner.
  • Project oriented perspective. Highly organized; flexible, able to undertake diverse responsibilities; organization and time-management skills to co-ordinate work with competing priorities; able to work independently on several projects at a time, significant attention to detail.
  • Interpersonal and communication skills (verbal and written) are critical for extensive communication with a diverse population, including faculty and university administrative staff and external organizations. The ability to respond to sensitive and/or controversial situations with sensitivity and good judgement.
  • Ability to learn new software packages as required.
  • Ability to interact professionally and effectively with all levels of individuals internal and external to the University.
  • Analytical and problem-solving skills including a high level of organizational ability to work with multiple interruptions.
  • Ability to work with minimal supervision.
  • Ability to supervise, lead and support more junior staff. Supervisory skills and ability to promote an inclusive team environment. Sensitivity to issues affecting performance of staff. Commitment to employee development and safety.
  • Prioritize the workload from the Head and departmental manager and the faculty to ensure work is completed in a timely fashion and deadlines are met.
  • Decide when changes are necessary to current administrative procedures and determine appropriate actions and revisions and when to involve senior administration.
  • Frequent decisions regarding management of the Head and Manager's schedule, including the urgency of a request, the possibility of delegating the request, using judgment and diplomacy to schedule/reschedule appointments in response to unexpected events.
  • Handling and/or referral of incoming correspondence and phone calls to the appropriate individual for follow-up, particularly those which are time or content sensitive.
  • Understanding the sensitivity of some issues and the expectation of confidentiality when working with certain information.
  • Assesses the suitability of job candidates and recommends the most appropriate person for hire.
  • Determines priorities and makes decisions about staff utilization and the assignment of work to achieve optimum efficiencies and productivity.
  • Assesses employees’ training needs and makes recommendations for internal or external training to attain proficiency.
  • Monitors and assesses output and the quality of employees’ work, and recommends need for formal training or development plans to management and identifies possible staff performance and/or disciplinary issues.
  • Required to administer follow up checks and completed performance appraisal for Receptionist, Undergraduate Assistant and Graduate Assistant.
  • Required to make decisions regarding the setup and implementation of the departmental website. Required to authorize and in some cases delegate any changes additions or deletions in regards to Website content.
  • Responsible for compiling and the analysis of statistics for the preparation of the budget and other annual department reports.
  • Makes decisions regarding the setup of queries in the PeopleSoft system as requested by internal committees and financial requirements.
  • Determine when to refer problems or sensitive issues to the Head and Manager.
Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen’s 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 applicants with disabilities, including accommodation that takes into account an applicant's accessibility needs. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at

Academic Policies
Calendar Management
Customer Service
Event Planning
Financial Reporting

Reference 158212