Programs 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 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 Programs Assistant plays an important role in supporting major research portfolio initiatives by providing administrative support for project coordination, stakeholder communications, reporting, scheduling, and event logistics. Through the efficient management of processes and day-to-day operations, the position helps strengthen the effectiveness of Queen's research administration, contributing to the successful delivery of research programs and initiatives that support research excellence across the university.

This position provides administrative and planning assistance to senior staff to support operations. This position arranges meetings, special events, and appointments, assembles and prepares critical information for meetings, and follows up as required. This position coordinates schedules of senior staff, and determines relative priorities to ensure urgent/sensitive matters receive immediate attention. This positions also analyzes data, and prepares reports and statistics.

Job Description

What you will do

• Provides administrative and planning assistance to senior staff. Proofs and edits correspondence, briefing materials, reports and/or presentations for distribution.


• Provides operational coordination for the department including arranging meetings, special events, workshops and/or appointments, assembling and preparing critical information for meetings, and following up as required.


• Coordinates schedules of senior staff, determines relative priorities to ensure urgent/sensitive matters receive immediate attention.


• Creates and/or maintains a variety of databases, records, files and/or documentation. Performs analysis, and prepares reports and statistics to support decision making, program administration and reporting requirements.
  


• Collects and prepares documentation, and maintains files for renewal, tenure and promotion, term adjuncts, post-doctoral fellows, visiting scholars, and casual staff.


• Coordinates activities of research initiatives, programs, projects and operational priorities.


• Coordinates travel, technology, briefing materials and logistical requirements for meetings.


• Coordinates research funding program administration, including application coordination, reporting activities, records management, and monitoring of program deliverables and milestones.


• Prepares, maintains, and organizes project documentation, records, templates, reports, and other administrative materials to support departmental operations and strategic initiatives.


• Participates in process improvement initiatives to enhance administrative efficiency, operational effectiveness, and service delivery.

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

• More than 3 years and up to and including 5 years of experience.

• 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].