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.
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Job Summary
Reporting to the Legal and Business Manager and receiving work direction from other staff members (e.g. University Secretary and General Counsel) within the unit, the Legal and Governance Assistant is responsible for providing high level administrative and secretarial support for the University Secretariat and Legal Counsel unit. The incumbent is accountable for the accurate and efficient organization and distribution of data, including assisting in the administration of special departmental projects and events or other administrative duties as assigned, and frequently works with very sensitive and highly confidential information. The incumbent is required to have a high degree of initiative, discretion, and the ability to work both independently and as part of a diverse team.
The schedule for this position requires the incumbent to work flexible hours (e.g. evenings and / or weekends) when required.
Job Description
- Acts as first point of contact for the University Secretariat and Legal Counsel unit, including answering phone calls, greeting visitors, and monitoring email accounts, redirecting inquiries as appropriate.
- Coordinates logistics and communications related to meetings of the Board of Trustees, Senate, University Council, and respective committees that are supported by the Secretariat.
- Maintains records and unit databases for confidential processes related to the Board of Trustees, Senate, University Council, and respective committees.
- Designs, maintains and implements updates to the unit webpages and publishing information to the Governance Portal, ensuring all information is posted/updated accurately.
- Assists with the preparation of annual work plans, agenda packages, and supporting materials.
- Recommends and prepares electronic and hard-copy mailings related to governance activities.
- Liaises with multiple executive offices to help prioritize and schedule high-profile meetings and events on behalf of the unit.
- Administers online surveys to the governance bodies, as required, and collects and analyses related data.
- Coordinates and administers elections to the governing bodies, as required.
- Assists with student degree translation requests.
- Assists with the intake and triaging of contracts received for review to Legal Counsel.
- Provides administrative support to General Counsel and the legal team for case file management.
- Processes all incoming mail (open, sort, distribute) and outgoing mail; ensuring that communications are distributed or redirected correctly; creates and processes electronic shipping documents for various requests.
- Creates and maintains records, including email, mailing and distribution lists, spreadsheets, and any other electronic record keeping systems; monitors records retention schedules and assists with the disposition of files.
- Makes recommendations and maintains inventory and orders unit supplies.
- Manages day-to-day timekeeping entries in HR PeopleSoft and the unit vacation calendar.
- Undertakes other duties as delegated in support of the unit.
REQUIRED QUALIFICATIONS:
- Three-year post-secondary program in business administration or another related field
- 3 to 5 years of experience in an administrative unit or highly visible similar environment.
- Comprehensive knowledge of University structure and computing systems such as PeopleSoft would be considered an asset.
- Consideration will be given to an equivalent combination of education and experience.
SPECIAL SKILLS:
- High level of reliability, discretion, and good judgment with the ability to maintain confidentiality and respond to matters with professionalism.
- Excellent communication and interpersonal skills, a service-oriented attitude, and the ability to interact professionally with a diverse range of potential and current students, staff, faculty, and other University stakeholders.
- Attention to detail and accuracy, excellent organizational and time-management skills, ability to control a demanding schedule of conflicting priorities and deadlines.
- Effective writing, editing and proofreading skills, with the ability to compose correspondence and documents in a clear, accurate and concise manner.
- Ability to maintain strict confidentiality and often working with very sensitive information.
- Strong client orientation, provides high levels of service and keeps clients informed of progress through ongoing communication.
- Self-starter with ability to work independently and in a collaborative team environment.
- Advanced knowledge of software applications including Microsoft Office applications (Teams, Word, Excel, PowerPoint and Outlook). Ability to learn and adapt to new technologies.
- Strong commitment to the provision of exceptional service and the value of diversity.
- Problem solving skills with the ability to know when to refer problems to others.
- Ability to work independently and in a team environment.
- Respects diversity and promotes inclusion in the workplace.
DECISION MAKING:
- Makes decisions to ensure the efficient operation of the unit with minimal direction.
- Determines the dissemination of various types of sensitive and/or confidential information.
- Recognizes urgent matters amongst multiple requests, all with competing deadlines, and prioritizes information that needs to be dealt with immediately.
- Responds to inquiries and determines whether to refer, and where to refer, to ensure that the inquiry is handled promptly; redirects to senior staff or other
- Follows up as required on correspondence, in-person, and phone inquiries, and ensures matters achieve successful resolution.
- Determines the best method to communicate and distribute information and to whom.
- Makes recommendations regarding unit administration procedures; suggests and helps implement changes.
- Makes recommendations on which vendors to use when arranging events and ordering supplies in order to make the most economical and cost-efficient decisions.
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].
