Administrative Assistant, Residence Life & Services

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 Queen's University

Queen’s 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 Queen's, we are committed to helping people achieve their best. Whether you are beginning your career at Queen's 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 Queen's 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

A Brief Overview

The Housing and Ancillary Services team manages close to 5,000 student beds in 18 residence buildings, as well as Community Housing, our off-campus rental apartment and housing properties, three dining halls, numerous retail foodservice locations on campus, the Donald Gordon Hotel and Conference Centre, University Club and Event Services. Residence buildings also provide temporary accommodations for the summer conference, events and tourism markets. Revenue and services from these units support vital student life programs and contribute to the University's learning environment. The Residence Life and Services staff team is dedicated to the development of the whole student, promoting diversity, accountability, independence and success in a broader learning environment.

This position provides critical administrative and logistical support to the Residence Life & Services Department including managing multiple meeting schedules, calendar management for the Leadership team, data entry to create and maintain a variety of databases and assisting with planning and coordinating various events. The Administrative Assistant greets walk-in visitors to the office, manages the central reslife email, answers the Residence Life and Services central phone and supports LiveChat. The Administrative Assistant also plays a key role in supporting the student staff recruitment process including interview scheduling, hiring initiatives as well as ongoing organization and maintenance of all student staff files and contracts. Successful candidates will possess exceptional organizational and time management skills as well as an ability to focus in spite of competing priorities and frequent interruptions.

This position provides administration, coordination and operational support for the department. This position schedules and prepares meetings, responds to inquiries, and initiates and prepares correspondence as required. This position also creates and maintains databases, analyzes data, and prepares reports and statistics.

Job Description

What you will do

• Provides general administrative assistance to senior staff in the department. Responds to inquiries, and initiates and prepares correspondence as required.


• Provides general office support to faculty and/or staff members by arranging meetings, special events, and appointments.


• Prepares necessary background information required for meetings such as agendas, minutes, briefing notes and reference documents.


• Schedules interviews and performance reviews for faculty and/or staff.


• Creates and/or maintains a variety of databases. Performs analysis, and prepares reports and statistics.
• Collects and prepares documentation, and maintains files for casual staff.


• Sets up spaces for meetings, programs and/or events, monitors videoconference delivery quality, and escalates problems to IT for resolution.


• Performs general accounting activities which may include budget population, monitoring, and reporting, accounting report generation, invoice generation, requisitions, expenses, collecting and processing cash and cheques, timekeeping, and performing reconciliations.


• Coordinates requests for space booking.


• Coordinates requests for student accommodations.


• Coordinates purchases and/or leases for supplies and equipment.


• Tracks training and ensures that mandatory training is completed.


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

• Three-year Community College Diploma or Three-Year Bachelor Degree, or equivalent.

• More than 2 years and up to and including 3 years of experience.
• 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.).

• Vulnerable Sector Screening required.


• Satisfactory Criminal Records Check required.

• Practical and applied knowledge of specialized methods and processes that are typically acquired through a combination of technical or academic qualification and/or work experience.


• Provide consultation and advice on non-straightforward and/or complex issues.
  


• Interaction with others typically requires interpersonal skills and the ability to understand and influence.
  


• Adapt messages to meet the needs of the intended audience.
  


• Build relationships, trust and credibility.
  


• Manage own work and may train and review the work of casual employees, work study students and/or volunteers, to see commitments through to completion.


• Contribute to setting work priorities and direction, supporting the team in achieving goals and objectives.


• Participate in project team meetings and develop individual project plans.


• Lead procedural or technological change within a unit.


• Identify new problems and seek information and input to fully understand the cause of problems.


• Identify opportunities to improve the effectiveness and efficiency of work processes.


• Draw logical conclusions and provides opinions and recommendations.


• Research equity, diversity, accessibility and inclusion resources and best practices relevant to the job and unit operations in order to inform evidence-based planning.


• Commitment to principles of equity, diversity, accessibility, inclusion, Indigenization and human rights for equity deserving groups.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen's 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+ persons. In 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 [email protected].